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NBBJ is an award-winning design firm recognized as a TIME100 Most Influential Company, a Fast Company Most Innovative Architecture Firm and a two-time 2025 AIA National Honor Award recipient. These recognitions reflect our purpose-driven approach that, fueled by ideas and a culture of collaboration, creates healthy buildings, strong communities and a resilient environment. That’s where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary. You can learn more about our firm, see what it’s like to work here and explore recent projects and ideas at NBBJ.com. Join us to make an impact today!Â
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The role at a glance:
- Partner closely with operation lead, studio core team, and project managers to provide administrative support for the studio and projects.
In your new role, you will:
- Support the Operations Lead by:
- attending weekly project management meetings, preparing meeting materials, taking minutes, and following up on action items
- managing financial tracking and forecasting for the studio
- monitoring project performance and projections
- tracking staff utilization and forecasting resource needs
- recording studio and project costs
- collecting and reviewing timesheets
- Support the studio core team with:
- coordinating bi-weekly studio meetings, studio-wide events, and initiatives
- scheduling meetings, including quarterly studio advocacy check-ins
- onboarding new hires
- handling miscellaneous studio administrative duties
- Assist Project Managers with:
- scheduling and attending project meetings; composing, editing, and posting meeting notes
- setting up and maintaining projects in NBBJ’s financial and legal systems
- document posting, downloads, file transfers, reprographics, and related tasks
- reviewing, monitoring, and maintaining document file structures
- coordinating team travel arrangements, as needed
- preparing contracts and contract change proposals, and tracking additional service requests
- assisting with project construction administration, as needed
- carrying out miscellaneous administrative duties, including general correspondence, filing, and archiving, as needed by the project team
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What you will need to Succeed:
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- Minimum of five years’ experience in administrative support, with an emphasis on accounting or finance. Experience supporting projects in the A/E industry is preferred.
- Proficiency in Microsoft applications, including Word, Excel, PowerPoint, Outlook, and Teams; experience with Deltek Vantagepoint is a plus.
- Ability to learn specific data management software and train project teams on the steps required to access information and upload content.
- Detail-oriented and highly organized, with the ability to multitask.
- Ability to consistently meet deadlines.
- Excellent written and verbal communication skills.
- Ability to work independently and collaboratively as a team member, with excellent interpersonal skills.
The annual base pay range for this role is anticipated to be between $36.00/hr and $40.00/hr. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications and experience. NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.
Learn more about this Employer on their Career Site
