Project Administrator - Aviation + Transportation

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

RESPONSIBILITIES:

• Under direction of the project manager, assist with tracking progress.
• Collaborates with various staff and departments in administrating day to day projects and reporting requirements.
• Manages project filing system both electronic and paper.
• Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team.
• Takes meeting minutes during internal and client meetings and ensures timely distribution to all relevant stakeholders.
• Under direction from the project manager, schedules and coordinates all project meetings.
• Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable.
• Will assist with tracking the process for obtaining fully executed consultant agreements. May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.
• Monitors and follows up on revisions and documentation to ensure timely progress and completion.
• On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; it provides timely reports to public agencies as required. May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
• Drafts letters to clients. Performs word processing and data entry, as required.

• May perform receptionist duties when project is located at a job site.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.

EDUCATION & EXPERIENCE:

• Equivalent of a Bachelor's degree in related field and five years related experience.
• For those who also provide BIM support; 3 years' experience in computer-aided design.
• Aviation project experience is preferred, along with familiarity with aviation-specific terminology and acronyms.

SKILLS & COMPETENCIES:

• Proficiency in MS Office, including Word, Excel and Outlook.
• Must be detail-oriented and able to handle confidential information at the highest level.
• Ability to communicate both verbally and in writing; including excellent interpersonal skills.
• Ability to work in team environment.
• Ability to effectively meet deadlines.
• For those who provide BIM support; proficiency in AutoCAD/Architectural Desktop (Revit preferred).

OTHER:

• Some travel may be required.
• Some overtime may be required.
• The job duties and requirements that this document describes may be altered or supplemented at any time at the sole discretion of HOK.

Compensation is based on experience, qualifications, education and location. The reasonably expected salary range for this position is $70,000 to $100,000. Other compensation may include a discretionary bonus.

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Many of our roles require the use of specific software. Please refer to the Required and Preferred Software & Skills for details.

HOK invests in its people and communities, supporting both personal and professional growth through every stage of life. At HOK you'll have a hybrid work environment, 10 paid holidays (including 2 floating holidays) and a minimum of 4 weeks of paid time off with a cash out option. HOK offers comprehensive medical, dental, and vision coverage, free mental wellness resources, life and AD&D coverage and short and long-term disability benefits. HOK supports your growing family by offering 4 weeks of paid parental leave and fertility coverage. HOK helps to fund your future financial needs with matching contributions to our 401(K) plan which includes a well-rounded investment menu as well as free guidance on retirement planning.

Wherever you are in your career, HOK provides opportunities to learn, develop and utilize your skills. Continued learning is promoted through financial support and study prep for licensure exams, CEU credit opportunities, mentorship programs, and paid professional memberships. To learn more about designing your career with HOK, explore our current job openings.

HOK is an EOE, including disability/vets.