Project Administrator at CannonDesign

**Who this is for** This position is for an experienced project administrator tasked with providing comprehensive operational support to project teams, ensuring

Work type: onsite

Location: Chicago, IL

Salary: $29 – $36/hr

Type: Full-time

Summary

**Who this is for** This position is for an experienced project administrator tasked with providing comprehensive operational support to project teams, ensuring that financial tracking and project documentation remain organized and efficient. **Key highlights** You will facilitate project success by monitoring process flows, managing accounts payable, assisting with proposal development, and maintaining project staffing data in specialized resource planning software. **You might be a good fit if you...** - Have 4+ years of professional experience in a project administrative or support role. - Are highly proficient in Microsoft Office Suite and comfortable building complex spreadsheets. - Have a proven track record of managing competing priorities and meeting strict deadlines in a team environment. - Bring experience or familiarity with the architecture/engineering industry and project scheduling tools like MS Project.

Job Description

If you think your skills, experience and aspirations make you a good match for this position, we encourage you to apply.

ABOUT THE ROLE

You will provide administrative support to project team members. This role will be done working in the office along with the potential for client and on-site visits as required.

HERE'S WHAT YOU'LL DO

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.

• Organize and set up onsite client meetings as needed.

• Assist in report generation.

• Support project proposal and contracting effort.

• Prepare project team memos and project presentations.

• Take and transcribe project meeting notes.

• Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).

• Support the Practice and Operations leaders in reviewing project/program performance.

• Assist Project Managers in the Review/approval of consultant invoices.

• Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.

• Assist the Principals and Project Managers in the development of fees during proposals.

• Provide support for labor transfers required.

• Distribution and vetting of project expenses for billing.

• Manage and coordinate workload of team.

• Prepare complex spreadsheets and database work in Excel and Access.

• Assist with project staffing data in Deltek Vision Project/Resource Planning.

• Maintain records for financial status of projects.

• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.

• Set up and maintain project files according to firm standards.

• May assist with other marketing-related tasks including proposal presentations when requested.

• Travel as needed.

• High School Diploma required. Associate’s degree preferred.

• Minimum of 4 years of experience performing in related roles required.

• Experience working in the architecture/engineering/interior design industry preferred.

• Strong verbal and written communication skills as well as presentation skills.

• Ability to work in a team setting, strong time management and organizational skills.

• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.

• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.

• Procore and Newforma software experience a plus.

• Experience with video and audio meeting technologies.

• MS Project schedule development experience preferred.

• Travel as needed.

ABOUT OUR FIRM

CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. We don’t just dream up solutions — we create and bring them to life in ways to solve some of the biggest challenges facing our clients and the society. At the heart of everything we do is Living-Centered Design, a bold commitment to using our talents to not just improve the world but to truly reshape it for the better. It’s more than a philosophy — it’s who we are, and it drives us to make a meaningful, lasting difference every day.

ABOUT WORKING HERE

• We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about.

• We are committed to ensuring our practice provides equal opportunities for all employees, as we strive to connect with communities around us and focus on the future of design. We support equity, diversity, and inclusion efforts that benefit all employees through the leadership of our DEI Council, our Employee Resource Groups which are open to everyone, and other community initiatives.

• We’re about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we’re ready for you.

As a condition of employment, all employees are expected to complete mandatory training, including compliance training, within required timeframes and adhere to our internal policies and our Code of Conduct.

View this job on nocollar jobs