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Project Administrative Assistant

Seattle

Mithun is a fast-paced design firm, ranked among the top firms in the nation by Architect magazine. We value creativity, sustainability, entrepreneurial spirit and design for positive change. It is our collective team who drives our firm and projects forward. We seek a proactive Project Assistant in our Seattle office who serves as a “go to” for project teams, requiring superior organization skills, attention to detail, flexibility and the ability to meet tight deadlines while juggling multiple requests. Our operations team keeps everything running smoothly, whether we’re helping our internal team navigate project management software, organizing client meetings or keeping our office space in order. We work hard, and balance that rigor with a healthy dose of fun.

Key Responsibilities:

Project Assistant – 70%

  • Coordinate processing of AIA contracts.
  • Utilize Newforma to support administrative tasks during various phases of a project.
  • Project Specification collating, editing and packaging with BlueBeam Revu for final deliverable/printing.
  • Assist project teams with travel arrangements and seamless meeting logistics such as coordinating schedules, video conferencing, agenda/meeting minutes and catering services.
  • Be an expert Newforma user to act as primary information resource for project teams.
  • Assist project managers with entering staffing plans and contracts into Deltek Vision.
  • Support leadership with any non-technical related tasks such as expense reports, client-visit coordination and calendar management.
  • Maintain an organized system of tracking, monitoring and prioritizing tasks and projects.

Operations/Facilities – 30%

  • Operational lead on common spaces aesthetics and function.
  • Oversee vendor relationships, ensuring best services and pricing. Review invoices for accuracy and ensure invoices are submitted for timely payment.
  • Event calendar coordination.
  • Daily backup for reception coverage.

Qualifications/Skills:

  • Minimum of five years of office administrative experience.
  • Prior experience in architecture, construction, engineering or related fields is ideal.
  • College degree.
  • Ability to think ahead and troubleshoot; remove obstacles before they become problems.
  • Strong interpersonal and verbal-communication skills to successively support a diverse array of personalities.
  • Enjoy working in a collaborative environment with team-oriented mindset.
  • MS Outlook, Word and Excel expert.