Project Coordinator / Office Administrator

PURPOSE: To fulfill the vision of Matthews Design Group by overseeing projects, managing budgets, and overseeing all project related correspondence.

REPORTS TO: Controller

JOB DESCRIPTION: This is a support position with the applicant having at least 3 year’s experience with MS Office and general office administrative experience.  

Vison/Mission/Values:

  1. Make every effort to bring the vision of MDG to life in all that you do.
  2. Maintain priorities in your life to allow balance between your professional life and personal life.
  3. Participate in at least one MDG ‘Gives Back’ opportunity a year.
  4. Avoid compromising situations as outlined in the employee handbook.

 Attitude/Drive:

  1. Support the Direction Leadership Team (DLT) in the decisions that it makes and protect the unity of the vision of MDG.

Technical Design Ability:

  1. N/A.

Technical Ability Software:

  1. Efficiently be able to use MS Office and MS Teams.

General Responsibilities:

  1. Make every effort to bring the vision of MDG to life in all that you do.
  2. Maintain priorities in your life to allow balance between your professional life and personal life.
  3. Participate in at least one MDG ‘Gives Back’ opportunity a year.
  4. Avoid compromising situations as outlined in the employee handbook.
  5. Support the Direction Leadership Team (DLT) in the decisions that it makes and protect the unity of the vision of MDG.

Specific Responsibilities:

  1. Proactively assist Project Managers with the following:
    1. Project Budgets
    2. Project Schedules
    3. Kick off 30/60/90 meetings
    4. Proposals
    5. Client communication and satisfaction (including weekly project update emails)
    6. Account Receivables
    7. Contracts
    8. Project administration. (ex. Keep project records and files up to date, submittals, etc.)
  2. Coordinate with Controller as required.
  3. Coordinate weekly (at a minimum) with Team to manage workload.
  4. Utilize and maintain iAccess to manage budget and hours.
  5. Coordinate weekly (at a minimum) with Project Manager(s).
  6. Coordinate with clients (as required) to keep them up to date on the project, budget, and deliverables.
  1. Utilization rate is equal to 50%.
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