Project Administrator Brand Experience

Supports Project Leadership for the experiential branding team in the efficient use of the firm's resources (people, processes and tools) and assignments with an operational administrative emphasis on project management and project accounting activities and communication while effectively supporting the firm's values. Supports Project Leadership on over 25 live projects and 20 projects at pursuit stage across several practices and offices and shares responsibility for project successes.

Responsibilities:

Communicates consistently with Project Managers on Salesforce data, department allocations, invoicing cycles, and project workplans

Assists the Project Managers with initiation of HKS General Terms and conditions and Release Forms

Sets up and maintains the project directory of all contacts to manage project opportunities in Salesforce

Assists the Project Managers with project meeting management, including scheduling, preparing and distributing agendas and meeting reports, maintaining action items log, ensuring proper file organization, and following up with team on a regular basis regarding progress

Assists the Project Managers in maintaining project schedule and staffing within HKS's internal project planning web-based software

Assists the Project Managers to track the delivery of implementation documents through all phases of a project, including sharing/harvesting lessons learned and project impact

Helps while maintaining project information in the appropriate location so all project related information is current, complete, and accessible

Helps to coordinate project team interaction internally through scheduling and proper communication with guidance from the project manager and project architect, including management of overarching team calendar and associate deadlines

Attends project meetings, staffing meetings and site visits as necessary

Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations

Tracks permit submittals and assist in submittal process

Advocates for accountability and continuous improvement

Supports the firm's cultural values, including a commitment to quality, innovation, learning and growth

Works to manage conflict effectively and encourages a healthy team environment

Fosters and maintains a collaborative professional working relationship with the project team

Understands the financial implications of overhead and chargeable time, including accountability to project plan and planned utilization rate

Assists the Project Managers to coordinate the execution of client and consultant agreements

Assists the Project Managers with the development and management of project job costs, budget and resourcing projections such as tracking and inputting department fee allocation in Vision, provided there is a workplan established by the Project Manager

Assists the Project Managers on project financial performance, such as tracking invoice cycles and confirming invoices are paid current before issuing documents

Understands fundamental accounting principles and the project accounting process and assists the Project Managers to update project related revenue projections

Assists the Project Managers to deliver projects on time and aligned with the budgeted labor

Assists the Project Managers to minimize risks, maximize value and seek means to improve efficiencies and reduce costs

Assists the Project Managers to maintain accountability to project plan and planned utilization rate

Assists the Project Managers in compiling information and documentation for drafting proposals, agreements, additional service letters, and in requesting new projects and additional services to be setup in Vision or ERP software

Monitors project reimbursable expenses

Assists the Project Managers with monthly billing as needed - such as marking up batch