Reference: JOB298
Location: Houston, TX, United States
Employer: WHR Architects
Contact: Kimi Duplichan

Position Summary
WHR is seeking a Studio Administrative Assistant/Project Coordinator who will work closely with the Studio Leader(s) and Project Leaders on specific projects to facilitate communication flow, information and document transfer, and project organization and production. They will support the team and the client through coordinating the process of producing documents, and providing quality reviews of all documents before they are distributed.

Job Functions

  • Proofreads all documents produced for or by project team members to ensure consistency of style, application of WHR and client standards, and overall quality
  • Process, track, renew professional licenses
  • Maintain CE information, as requested
  • Report preparation
  • Meeting scheduling
  • Calendar updates for the Studio Leader(s)
  • Answering phones for Studio Leader
  • Studio travel arrangements
  • Coordinate conference/seminar registrations and arrangements
  • Create documents within the AIA Electronic Document software
  • Works with Project Manager and Project Leader to develop and maintain the Design Project Schedule
  • Assist the Project Manager and Studio Leader in maintaining man hour projections up-to-date
  • Assist the Project Manager with the preparation of PNR’s and PSSA’s for projects and assure that accounting has current financial information on all projects in order to expedite the invoicing process. Refer questionable invoices to the PM for resolution.
  • Works with Project Managers to complete and file Project Close-Out Forms
  • Assist the Project Managers with the preparation of Architect/Consultant Agreements
  • Assist the Project Managers and Team Leaders with the preparation and distribution of Meeting Notes; this will require attending project and team meetings
  • Coordinates printing, assembly, and shipping of deliverables in accordance with WHR and client practices and standards
  • Processes correspondence, reports and other printed materials in a timely and accurate manner
  • Uses strong communication and interpersonal skills to develop professional relationships with clients and other consultants
  • Communicates with clients and outside consultants regarding transfer of information, documents, timelines, etc.
  • Acts as a point-of-contact between A&E team members and the client and other consultants as necessary
  • Enters and maintains information in the Project Manager database to ensure project information including accurate budget, schedule, and major deliverables are kept up to date
  • Maintains up-to-date project files including hardcopy and electronic versions according to WHR standards. Prepares project files for archiving.
  • Distributes project information and documents to appropriate members of the project team, Production Services, client team, and other consultants in a timely fashion
  • Trains new design staff in WHR and client standards and procedures
  • Mentors Jr. Admin Assistant
  • Collaborates with the Marketing Department to provide accurate project information for cameos, presentations, and special projects in a timely manner
  • Assist others outside of team when needed

Knowledge and Skills Required

  • 5+ years of experience in working at an architectural or engineering practice and a general understanding of project management
  • Ability to juggle multiple demands created by several projects
  • Strong attention to detail
  • Excellent organizational skills and flexibility in adjusting to shifting priorities and deadlines that may occur on a daily basis
  • Ability to work well in a team environment, including appropriate follow-through with others, and giving and receiving constructive feedback
  • Excellent verbal and written communication skills
  • Conscientious work habits such as arriving on time, staying late when needed
  • Proficiency in Microsoft Office products and Deltek

Accountable to: Studio Leader

WHR, based in Houston, Texas, with additional offices in Dallas and Copenhagen, Denmark, is a full-service architecture and interior design firm, currently ranked No. 1 in healthcare renovation and the 13th largest healthcare practice in the United States. The firm’s commitment to critical thinking is balanced by an ingrained empathy that results in both improved project outcomes and positive working experiences for their clients. With over 170 people firm-wide, the 35-year-old firm is working on projects worldwide for top-­tier public and private education and medical institutions. WHR is one of EYP’s practice groups. For more information about WHR Architects, visit http://www.whrarchitects.com.

WHR Architects, Inc. is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices including hiring, transferring, promotion and termination on the basis of race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law.

Join us!  Submit resumes to Kimi Duplichan: [email protected]