Administrative Coordinator - PT ITM

Buildings & The Built Environment: Curious about architecture, engineering, construction (AEC) or commercial real estate? We service clients exclusively in the AEC industry, commercial real estate, as well as associated real estate focused non-profit entities

PRAXIS is accepting resumes for a part time administrative coordinator. The administrative coordinator will assist with a variety of day-to-day tasks and will be given exposure to a broad range of responsibilities. You will gain an understanding of the architecture, engineering, and construction industry and associated non-profits, as well as valuable experience with developing internal processes/procedures, account and project management, project proposals, and marketing.

The Project Administrative Coordinator plays a key role in ensuring seamless project operations, financial tracking, and team coordination. This role goes beyond task execution—we are looking for a proactive problem-solver who can anticipate needs, identify process improvements, and recommend refinements to enhance efficiency. The ideal candidate takes initiative, brings new ideas to the table, and actively contributes to optimizing administrative and financial workflows.

Ideal candidates should be able to work at least 20 hours per week REMOTLEY.

Responsibilities may include, but are not limited to:

1. Project Management Support:
• Assist in tracking project progress and communicating status updates to relevant teaUpgrade to see actual infombers.
• Manage project documentation, including meeting notes, reports, and action items.
• Assist with scheduling, calendar management, and coordination of virtual/in-person meetings.
• Monitor project management platforms (Upgrade to see actual info similar to Asana, Trello, Upgrade to see actual info) for updates, task assignments, and deadlines.

• Handle administrative financial tasks, including invoicing, expense tracking, and budget reporting using QuickBooks.
o. Generate and Send Invoices – Create and issue accurate project-based invoices, ensuring proper categorization of billable hours and expenses.
o. Enter and Track Project-Related Expenses – Log vendor payments, office supplies, and other project costs, ensuring they are assigned to the correct accounts.
o. Reconcile Books Monthly – Review and match transactions, verify bank statements, and ensure all financial records are accurate and up to date.
o. Align Logged Time with Billing – Cross-check employee and contractor hours with invoicing and expense reports to ensure accurate project financials.
o. Prepare Financial Reports – Generate summary reports for leadership, including expense tracking, outstanding invoices, and budget updates.

• Provide operational support for internal and external communications.
• Maintain organized records of contracts, deliverables, and key project files.

2. Correspondence/Communications
• Share CEO bio/headshot for speaking engagement requests/coordination
• Complete speaker prospectus and industry award applications, as directed
• Meeting summaries/action items: transcribe from Avoma (AI meeting transcriber/notes platform) as needed
• Review meeting details via Avoma to create tasks in TeamWork
• Manage and route client requests
• Respond/route client project requests through Teamwork (project management platform)
• Project-related/Client correspondence

3. Data Entry/Reporting
• Extract client content from documents and enter into knowledge management system (Airtable)
• Research and obtain further information for incomplete documents
• Generate reports, store completed work in designated locations
• Other data entry/reporting tasks as requested as needed.

4. Email and Communication Management:
o Monitor and manage inboxes, ensuring timely responses to emails and inquiries.
o Draft and send email replies as needed, maintaining a professional tone and clear communication.
o Coordinate light calendar tasks, including scheduling meetings and appointments.

6. Administrative Support:
o Provide general administrative assistance as required, including document preparation and file organization.
o Assist with coordinating teaUpgrade to see actual infoetings, including preparing agendas and taking meeting notes, meeting and schedule coordination
o Travel and hotel research for business trips, as needed

Perform additional tasks as assigned to support the efficiency and effectiveness of the team.

About PRAXIS

We work to CONNECT clients to new opportunities and partners, COMMUNICATE capabilities, and effectively COMPETE in the marketplace.

PRAXIS exlclusively serves clients in the architecture/engineering/construction (A/E/C) industry, non-profits with a real-estate focus, other project-related professional services firms. We have a special interest in small and emerging entities, as well as M/WBE (minority and women-owned business enterprises) firms that lack solid marketing infrastructure. We are dedicated to improving the perception of professional services firms and leveraging their expertise, relationships, and niche skill sets. PRAXIS provides strategic insight for project pursuits and comprehensive outsourced marketing for many clients. Combined with our commitment to community engagement, the PRAXIS paradigm truly extends BEYOND BUILDINGS.

Qualifications/Skills:
• Experience: 2+ years in administrative support, operations, or project coordination.
• Technical Skills: Proficiency in QuickBooks (required), as well as experience with Microsoft Office- Proficiency in Microsoft Word, PowerPoint, Excel, and Outlook
• Soft Skills: Detail-oriented, organized, self-starter with the ability to manage multiple priorities.
• Preferred: Background in working with project-based consulting teams.
• Consistent and reliable internet access, ability and availability to meet & collaborate virtually
• Good verbal and written communication skills and interpersonal skills
• Detail oriented, organized, creative, and ability to handle multiple tasks and deadlines
• Must be able to work independently.
• Effective time management skills (deadline/results driven)
• Self-motivated, creative, self-directed, and responsible
• Ability to support several small to medium-sized projects, in addition to working on long-term projects
• Highly detailed-oriented with the ability to engross themselves with data, and feel energized by consistent quality improvements made over time

PRAXIS is committed to workplace diversity and inclusion. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, national origin, gender, marital status, sexual orientation, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.

To apply, please message and provide your resume and cover letter with the subject line referencing this job title. DO NOT EMAIL.

Upgrade to see actual info