Job Description

D 7 Consulting Inc. is a Consulting firm in the Construction industry specializing in Commercial, Industrial and Retail properties for Roofing, Waterproofing and Building Envelope Design.  We are located in Newport Beach, CA and are searching for a skilled Project Administrator to join our high volume, fast-paced team.  We thank all candidates who choose to apply, however, only those selected for a further interview will be contacted.

Qualifications

• At least 5 years experience providing project administrative support for multiple staff members
  
• Bachelor’s degree preferred
  
• Excellent organizational and administrative skills
  
• Proficiency in Microsoft office 2003 or newer (Word, Excel, PowerPoint, Access)
  
• Excellent verbal and written communication skills
  
• Self-Motivated; demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency
  
• Able to produce high-quality work consistently on multiple assignments, in a deadline-driven environment; superior organization and project management skills.  Ability to anticipate and seek out needs, and ask for further clarification when necessary
  
• Positive attitude and flexibility in environment of tight deadlines, frequent interruptions, unresolved problems, changes, and unexpected events
  
• Superior interpersonal skills, telephone manner, and knowledge of business protocol; strong belief in customer service
  
• Knowledge of office procedures, office equipment, business letter writing, report preparation, principles and procedures of recordkeeping, shipping and delivery services.
  
• Able to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients, project groups and team members
  
• Able to assist/maintain website with corporate and project information
  
• Prefer candidate with background in the construction and/or architecture industry.  Should be familiar with construction terminology

Responsibilities

• Provide communication and information link between office associates, Project Consultants and External Quality Assurance staff on general administration issues on current projects
  
• Manage multiple projects; determine project urgency, use goals to guide actions and create detailed action plans; organize and schedule tasks, be prepared for emerging client needs.
  
• Provide all administrative duties from Proposal through completion: (i.e. processing RFP’s, Proposal’s, Contracts, 3^rd party billing, Submittal, RFI’s etc).
  
• Create and edit reports, letters, PowerPoint presentations, and other documents
  
• Independently draft/compose correspondence from verbal direction or from knowledge of processes and procedures.
  
• Proofread documents; file, fax, copy, distribute mail
  
• Communicate all information and details clearly and concisely
  
• Schedule appointments, update calendars through Outlook, coordinate meetings.
  
• Participate actively with other administrative support staff in assisting other team members, as required.
  
• Assist with client database management including updating records, preparing mailing lists, and running reports
  
• Back up to Receptionist
  
• Other duties as assigned