Project Administrator

KieranTimberlake KieranTimberlake Employer:
Philadelphia, PA, USLocation:
Wed, Nov 24 '21Posted on:

KieranTimberlake is currently seeking a Project Administrator to join our office. Our design practice includes over 90 professionals with diverse backgrounds and is recognized worldwide as a sustainable design leader. We are a signatory of the AIA 2030 Commitment and US Architects Declare.


The Project Administrator joins an administrative team responsible for supporting the firm’s leadership and architectural staff.  The position works closely with multiple project teams to help design staff work more efficiently by assisting with administrative tasks required throughout all project phases.
Responsibilities include, but are not limited to:

  • Initializing and maintaining digital and physical project files
  • Creating and maintaining internal team documentation, such as directories, meeting minutes, and project websites on the firm's intranet
  • Coordinating and implementing quality management processes
  • Drafting and circulating contracts among consultants and vendors
  • Assembling, printing, and circulating contract deliverables including specifications, schedules, and reports
  • Coordinating with project leadership and the Finance Group to ensure that consultant invoices and project expenses are logged appropriately and submitted in a timely manner
  • Scheduling team meetings and maintaining project calendars in Outlook
  • Assisting project teams with correspondence, transmittals, and meeting minutes
  • Creating and maintaining progress logs to track construction requests for information (RFIs) submittals, and other communications
  • Archiving digital and physical files following a project's completion

As this role involves close collaboration with firm leadership and multiple project teams, the ideal candidate will be a willing collaborator who can think critically, solve problems independently, and voice their ideas effectively.
Other qualifications include: 

  • Ability to multitask and work efficiently toward deadlines in a fast-paced workplace
  • Excellent written, verbal, and organizational skills and attention to detail
  • Proficiency in Microsoft Office, including Excel
  • Eagerness to learn and navigate new software platforms
  • Two to five years of professional experience in a similar position

About KieranTimberlake
KieranTimberlake transforms the built environment through artistry, integrity, innovation, and performance. The firm’s culture of inquiry allows it to deliver exceptional social, ethical, and environmental outcomes to its clients. We are a signatory of the AIA 2030 Commitment and US Architects Declare. 

Founded in 1984, KieranTimberlake brings together the experience and talents of diverse professionals  in a practice that is recognized worldwide. With equal emphasis on research, ecology, history, and aesthetics, its interdisciplinary process inspires creativity and encourages sharing ideas, knowledge, and technique. The firm’s work includes programming, planning, and design of new buildings, adaptive reuse, and urban and campus planning, as well as developing performance analysis and prediction tools; building and environmental monitoring; and novel building technologies.
KieranTimberlake is an equal-opportunity employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.


Submission Requirements   
Interested applicants must submit the following via our website here:

  • A cover letter indicating your interest in the position
  • A current resume including references

This position reports to the Partners and Principals of the firm and has a salary range of $43,000 to $51,000 annually, commensurate with professional experience, demonstrated knowledge, and education level. A full benefits package including medical, prescription, dental, vision, and life will be offered.

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