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Project Administrator

GH2 Architects, LLC, a full-service architecture, and design firm with 50 years of experience and offices in Tulsa, Oklahoma City, and Phoenix, is seeking a project administrator to join our growing team in GH2’s Tulsa, OK, office.

Our highly collaborative team is passionate about providing our clients with world-class designs and services. We are uniquely positioned to provide a positive environment that adds meaning and value to our clients as well as our communities through built environments supporting multiple practice areas, including education, government/public, office, non-profit, healthcare, and many more. GH2 also maintains dedicated specialty practices in hospitality, equine, and historic preservation architecture.

This position will work directly with our architecture, interior design, and landscape architecture project teams, the business development team, and firm management, in client project organization and pursuits. This position will be working both in-person and virtually with team members firm-wide.

The right candidate for this position must excel at working in a fast-paced team environment, be a self-starter, able to multi-task, be organized, able to prioritize deadlines effectively, be flexible to support additional firm efforts as needed, and be willing to be in the Tulsa office on a full-time basis. Able to prioritize and manage multiple projects in a fast-paced, ever-changing environment while maintaining attention to detail. Proactive planning, critical thinking, and problem-solving skills are a must.

Primary areas of responsibility include the below tasks. Flexibility and time management skills to accomplish both are of utmost importance.

Position Responsibilities
• Provide a high level of service and communication, consistent with GH2 standards.
• Prepare client welcome kits.
• Coordinate and schedule meetings (both in-person and virtual) and project site visits. 
• Work with project team to document all meeting and site visit notes. Provide quality assurance review of meeting minutes and all materials. Distribute meeting minutes.
• Work with project teams and accounting to support invoicing activities.
• Assist in preparation of internal project budgets and manpower forecasts.
• Enter project schedule and manpower data on office-wide scheduling software.
• Assist project teams in managing workload and deadlines.
• Set up project numbers, server storage, and project directory.
• Coordinate and complete GH2 project management form.
• Coordinate contracts, agreements, consultant proposals and agreements.
• Organize and assist in Project start-up / Kick off meetings.
• Maintain project files and project documentation. Maintain various project documents.
• Prepare project organization and responsibility chart.
• Coordinate and prepare shipping and mailing.
• Printing and document management and coordination.
• Assist in Quality Assurance review scheduling and documentation.
• Assist during Construction Administration Phase tasks, including logging and processing of construction correspondence including RFI, Change Requests, Applications for Payment, and Submittals.
• Coordinate end-of-project filing.
• Special duties and project assignments in support of project teams.

Position Qualifications
• Experience in an administrative capacity at an architecture, design, or engineering firm, with an associate or bachelor’s degree preferred.
• Ability to effectively prioritize with strong time management skills in a fast-paced environment.
• Superior verbal and written communication skills.
• Superior understanding of client service principles.
• Attention to detail and sense of urgency.
• Basic understanding of architectural project phases.
• Intermediate to advanced skills in MS Office Suite (Outlook, Excel, Word, PowerPoint).
• Ability to work with minimal guidance; Proactive, motivated self-starter.
• Proficiency with MS Teams, Zoom, and conferencing systems.
• Flexibility and ability to handle and manage change effectively and efficiently.

This position offers a competitive salary and benefits commensurate with experience. GH2 is a firm with a fun and collaborative work environment that fosters design excellence, professional growth, dedication to quality, and mutual respect among professionals.
GH2 provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Interested candidates should email a résumé with a cover letter to careers@gh2.com

All inquiries will be kept strictly confidential.