Project Administrative Assistant

Project Administrative Assistant

Office Location: Atlanta, GA, St. Louis, MO, or Dallas, Tx

Level: 1-3 Years of Experience

Department: Project Controls

Reports to: Director of Project Controls

Position Summary:

We are seeking a highly motivated and detail-oriented individual to join our team as an entry-level Project Administrative Assistant. This role is ideal for someone who is passionate about project organization, processes, and ensuring that project documents are distributed, reviewed, and returned in a prompt manner. The successful candidate will work closely with project managers and discipline team members to assist in the development of project documentation during Design Development, QA/QC, Construction Documents, and Construction Administration. You will be expected to work in a hybrid work environment, collaborating with KAI team members primarily in St. Louis, Dallas, and Atlanta.

Essential Functions

• Key support during the Construction Administration phase by processing RFI's and Submittals.
• Assist in the development of Specifications: coordinating between disciplines, editing, formatting, and assembling.
• Regularly update and maintain Vendor, License & Affiliation, Subconsultant, and Project lists.
• Assist in drafting and finalizing AIA Documents such as Agreements, Change Orders, and Letters of Substantial Completion.
• Provide support during QA/QC process.
• Maintain accurate project logs.
• Support ad-hoc requests from Project Controls Director, Business Leaders, and Project Managers.
• Communicate effectively with project managers, team members, subconsultants, contractors, etc.
• Work closely with project managers, tracking open items and due dates, and sending status updates.

Qualifications

Required Skills

• Strong organizational skills required.
• Strong proficiency using Microsoft Office required.
• Strong verbal and written communication skills.
• Ability to work efficiently and remain organized.
  • Ability to maintain a strong sense of focus and confidence under tight deadlines and varying workloads.
  • Excellent time management skills and ability to multi-task, responding to changing needs and schedules.
  • Strong editing and proofreading abilities.

Preferred Experience

• Bachelor's degree in a related field (e.g., Project Management, Business Administration, Engineering).
• Project Administration/Document Controls experience in architecture, engineering, construction or real estate development preferred.
• Eagerness to learn and adapt to new technologies and methodologies.
• Experience using programs such as Bluebeam, Procore, and BIM360.

This summary reflects the core responsibilities of the Project Administrative Assistant and may evolve based on the candidate's skillset and interests.

About KAI

KAI Enterprises is a national design and build firm providing delivery-oriented building solutions with a diverse portfolio of experience, in-house multi-discipline professionals, and expertise in both design and construction delivery. Founded in 1980, KAI has grown into one of the largest minority-owned firms in the AEC industry. For more than 40 years, KAI has been instrumental in transforming communities through its expertise in residential, commercial, K-12, higher education, healthcare, science and technology, aviation, mobility, sports and entertainment, government, water and community-focused projects. KAI Enterprises is comprised of four distinct business units-KAI Design, KAI Engineering, KAI Build and KAI 360 Construction Services (KAI 360 CS). To learn more about KAI, visit kai-db.com.