Job Information
MG2 Project Administrator in Shanghai, China
Proactive and highly skilled in specializing in project team organization for multiple projects and clients. Proven abilities in developing positive relationships with multiple clients, consultants, and project teams. Facilitating project administration at a high level, analyzing, and reporting multiple project accounts under Principal supervision.
Required Experience
Minimum of 7 years administrative experience
Preferably architecture/construction related experience
Primary Responsibilities
Handles sensitive matters with complete confidentiality
Works with Administrative Services Manager in headquarter to resolve issues and identify resources
Facilitates in project set up and project approvals
Project organization and coordination with MG2’s departments (facilitates project start-up, green ink packages and prepares project number requests)
Prepares and processes consultant and contractor contracts
Maintains project document management, contract and project electronic files
Participates in client / consultant standard invoicing process
Assists leader and managers with multiple client project account budgets
Assists leaders with pay applications, i.e. review, QA and process
Assists leaders with administrative tasks, prepares letters and transmittals
Processes check requests, i.e. contacts jurisdictions for information and process
Assists leader and managers with client billings, percent complete reports, and staffing utilization reporting when necessary
Assists with archiving and project closeout procedures (archiving submittal documents and electronic files)
Maintains and prints spreadsheets and reports
Maintains team calendar
Communication and document sharing with team members (including internal, client, consultants, contractors, etc.)
Meets team’s administrative needs
Meets team’s project / contract administrative needs
Manages multiple conflicting project priorities successfully and maintains composure
Produces professional, error-free documents using the current software technology
Prepares meetings in a timely manner
Prioritizes and completes tasks to deliver desired results within the allowed time frame
Understands the basic principles, practices, and techniques to automate office processes
Serves as a liaison for communication with clients when studio leads, principle, or managers is unavailable
Facilitates training for new administrative team members
Recognizes and supports the need for change
Acts as the team proponent for MG2’s high quality standards
Required Behaviors
Models firm’s Core Values. We are CONFIDENT, CREATIVE, PASSIONATE, and TRUSTED. We generate RESULTS.
Required Competencies
Written and verbal English skills
Smartsheet experience
Microsoft Office proficiency in Word, Excel, PowerPoint, and Outlook
AIA software experience
Sitefolio software experience
Mnet software experience
Newforma software experience
Deltek software experience (project management)
Strong communication skills (written and verbal)
Strong customer service skills
Strong attention to detail
Ability to multi-task
Excellent organizational skills
Ability to be a team player
Ability to meet deadlines
Decision making skills
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