Project Administrator

Project Administrator

Career Area: Business Services

What We're Looking For:
Barge Design Solutions is currently seeking a Project Administrator in our Nashville office. The ideal candidate will be a problem solver by nature, be detail-oriented and enjoy producing analytical reporting. Will be a true collaborative partner providing administrative support to a local office while also being a resource for the firm for administration. By partnering with employees and leadership, incumbent's execute services and methods for the efficient operations of the business while providing a strong client and employee experience.

  • Partners with management and leaders in various business units in that location providing administrative services & solutions for a location with an emphasis on the client and employee experience.
  • Assists in gathering information, editing, formatting, and proofreading client and company documents such as technical specifications, reports, bidding materials (request for qualifications, requests for proposals, proposals, bid tabulations), contracts, billing, progress reports, etc. in accordance with company standards and templates.
  • Creates full specifications manuals (creating full and active table of contents), identifies and organizes specifications into the project folder, and overall administrative QC of manuals.
  • Arranges and ensure file maintenance on shared drive.
  • Performs billing (accounts payables and receivables) activities for a location's clients including drafting and processing account payables and receivables. Reviews appropriate budgets and project information with PM's prior to processing.
  • Submits accounts payable for invoicing to Accounting.
  • Utilization rates align with goal. Proactively collaborates with PMs to meet goals and commitments set within Business Unit.
  • Provides day-to-day operations for the front desk and main office phone line greeting clients and visitors confirming meetings, screening phone calls, and relaying instructions.
  • Assist in coordinating meetings, conference calls, and events providing planning and oversight to ensure appropriate logistics such as accommodations, catering, technical assistance to include A/V support, vendor & guest coordination are executed and meet the needs set forth by leaders and managers.
  • Assists Office Leader on communication with company and local activities & projects driving local engagement and acting as a source for local employees.
  • Contact for vendor (including direct bill relationships) and building management for various locations, sets up various relationships for approval and resolves general challenges.
  • Coordinates local office processes and activities to ensure alignment with Business Services procedures and activities. Examples include proactively tracking and communicating registrations with Marketing, assisting with E- expense, directing employees to HR as necessary.
  • Assist Managers with onboarding activities providing information and overview to business unit processes, document storage, company intranet, and arranging/ sending calendar invites to key meetings to new hires. Responsible for setting up desk location with needed office supplies. Coordinate closely with Human Resources, Accounting, and IT as needs arise.
  • Advise employees on appropriate resources and processes to ensure questions are resolved.
    Performs other duties as requested/ assigned.

Education & Experience Qualifications:
  • Two-year degree in business administration, accounting, business management, marketing, communications, with 4 years of relevant office or business administration experience. Other relevant combination of education and/ or experience may also be considered.
  • Effectively prioritizes work; consistently manages time and processes to create maximum efficiency with minimum disruption or redundancy. Strong ability to identify resourceful approaches to challenges.
  • Is time sensitive, understands how work and processes fit in with other departmental or business priorities and objectives.
  • Is able to adjust work to accommodate expected and unexpected changes with a sense of urgency and ability to prioritize.
  • Positive, proactive, and able to have fun at work and help others do the same.
  • Ability to handle administrative details independently and maintain confidentiality while exercising good judgment in keeping team members adequately informed.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other programs and platforms.
  • This role provides a critical guest and employee experience to visitors. Be available to work during certain core hours to fulfill responsibilities of this role.
  • Timeliness, attention to detail, and quality of work.
  • Embrace our Purpose, Vision, and Values.

Why join us?

Barge Design Solutions, Inc., is an engineering and architecture firm with diverse in-house multidisciplinary practice areas. The employee-owned company is more than 400-people strong and serves clients nationwide from multiple U.S. locations. Barge is ranked No. 171 on Engineering News-Record (ENR)'s 2021 Top 500 Design Firms list, is No. 177 on Architectural Record's Top 300 Architecture Firms and is a certified Great Place To Work®.

Our primary purpose for being in business is ultimately to create a better life by unleashing the potential of our people, clients and communities. This purpose is supported by our company's core values because at the end of the day, Barge CARES:

  • Collaborate - Help and expect help. Teamwork is essential in what we do.
  • Authentic - Honesty, integrity and trust are at the heart of everything we do. We are who we say we are.
  • Responsible - We are accountable for our work, our attitude, and our actions. We make Barge better.
  • Excellence - We go all in and expect more of ourselves than others expect of us.
  • Service - We are humble. We use our gifts in service of others.

We believe that if we are living out our purpose for being in business and integrating our values into everything we do, we will ultimately achieve our vision to be the firm best known for being selected when it matters most.