About the job
Canon Design is hiring a Project Administrator to join its Chicago, IL office. This role centers on in-office administrative support for project teams, with some travel for client meetings and on-site visits when needed.
Key responsibilities
- Coordinate communication across internal and external team members, gathering project updates, deliverables, and preparing weekly status summaries for email distribution.
- Schedule and organize client meetings as required.
- Assist with preparing project progress reports and drafting memos or presentations for project teams.
- Support proposal and contract processes, including helping with fee development during proposal stages.
- Document and transcribe meeting notes, and maintain organized project files following firm standards.
- Manage accounts payable by reviewing consultant statements, responding to inquiries, and working with accounting to resolve payment issues.
- Assist Practice and Operations leaders in evaluating project and program performance.
- Support Project Managers by reviewing and approving consultant invoices, and preparing approvals for scope changes and payment processing for completed services.
- Monitor project processes such as agreements, quality plans, and legal requirements, providing research or feedback as needed.
- Facilitate labor transfers and manage project expense distribution for billing.
- Oversee team workload and coordination.
- Create and manage complex spreadsheets and databases using Excel and Access.
- Assist with project staffing data in Deltek Vision Project/Resource Planning.
- Maintain financial records related to project status.
- May provide support for marketing tasks, such as preparing proposal presentations, when requested.
- Travel as needed.
Work environment
This position is based in the Chicago office and involves regular in-person collaboration with project teams. Occasional travel to client sites or meetings may be required.
