Project Administrator

Cannon Design

Chicago, Illinois

Full Time

Posted April 21, 2026

$29 - $36/hr

Not Specified

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Job Description

Provides administrative and project support within an architecture, engineering, or interior design firm, including coordinating project updates, managing documentation, assisting with financial and staffing processes, and supporting project and proposal activities.

Key Responsibilities

Coordinate project updates, deliverables, and weekly recaps for status emails
Organize and set up onsite client meetings
Assist in report generation, project proposals, and presentations
Take and transcribe meeting notes
Review and respond to consultant invoices and manage accounts payable issues
Support project team and leadership in reviewing project performance and developing fees
Monitor and manage project documentation, agreements, and financial records
Prepare and maintain project files and records according to standards
Assist with project staffing, scope changes, and expense vetting
Manage workload distribution and coordinate team activities

Requirements

High School Diploma required; Associate's degree preferred.
Minimum of 4 years of experience performing in related roles required.
Experience working in the architecture, engineering, interior design industry preferred.
Strong verbal and written communication skills as well as presentation skills.
Ability to work in a team setting, with strong time management and organizational skills.
Ability to handle multiple projects to meet required deadlines.
Accuracy and attention to detail, with the ability to follow through on a timely basis.
Strong proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint.
Experience with video and audio meeting technologies.
Set up and maintain project files according to firm standards.
Assist with project staffing data in Deltek Vision Project Resource Planning.
Prepare complex spreadsheets and database work in Excel and Access.
Support project proposal and contracting efforts, including assisting with development of fees during proposals.
Assist Project Managers in reviewing and approving consultant invoices and project expenses for billing.
Review accounts payable, research, and respond to consultant statements, including working with accounting to resolve issues on no pay list contracts, missing insurance, and upload updates to Deltek.
Maintain records for the financial status of projects.
Support the Practice and Operations leaders in reviewing project program performance.
Prepare project team memos and project presentations, take and transcribe project meeting notes.
Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps.
Organize and set up onsite client meetings as needed.
Assist in report generation and support project proposal and contracting efforts.
Set up and maintain project files according to firm standards.
Travel as needed for client and on-site visits.
May assist with other marketing-related tasks including proposal presentations when requested.
Complete mandatory compliance training and adhere to internal policies and the Code of Conduct.