Description

The administrator manages internal project schedules, communication matrices, and training materials, while processing project documentation such as proposals, contracts, submittals, RFIs, meeting notes, specifications, and change orders. They attend client meetings, create and distribute meeting reports, and monitor project progress using tools like Wike, Jira, and Deltek VantagePoint. Communication of relevant project information to clients and teams helps keep projects on schedule.

They also generate reports and spreadsheets, assist in tracking financials, flag potential issues, and work with the Project Coordinator or Project Manager on accounts receivable. Coordination with clients, vendors, consultants, government officials, and the MBH team ensures all action items are completed and documented, and they manage the project closeout process.

Additional duties include providing coverage for the receptionist and office manager, maintaining high‑level multitasking across many projects, and upholding clear, proactive written and verbal communication. Strong attention to detail and the ability to draft clear, legally sound documentation are essential, while knowledge of AEC standards is a plus.

• Oversee project schedules, communication matrices, and training materials.
• Process proposals, contracts, submittals, RFIs, meeting notes, specifications, and change orders.
• Attend client meetings and produce concise meeting reports.
• Track project progress using Wike, Jira, and Deltek VantagePoint.
• Generate reports, spreadsheets, and flag potential financial issues.
• Assist with accounts receivable alongside the Project Coordinator or Manager.
• Coordinate action items among clients, vendors, consultants, government officials, and internal teams.
• Manage project closeout and provide coverage for receptionist and office manager duties.
• Draft legally sound documentation and synthesize complex information.

Requirements

Minimum qualifications require experience synthesizing complex information into meeting reports, proficiency with project management software, and the capacity to prioritize and multitask. Clear communication, detail orientation, and the ability to maintain multiple projects simultaneously are key.

• Demonstrate clear written and verbal communication with strong attention to detail.
• Proficient with project management software and capable of multitasking across multiple projects.
• Knowledge of AEC standards is a plus.

Benefits

MBH Architects offers a comprehensive benefits package, including 100% paid medical, dental, and vision insurance, 401k profit sharing, paid holidays, vacation, volunteer and sick time off, commuter benefits, flexible spending accounts, and company‑sponsored life, AD&D, and disability insurance, as well as professional development and hybrid work stipends. The firm provides hybrid flexibility across offices in the San Francisco Bay Area, New York, Denver, Mumbai, and Bengaluru, delivering integrated architectural and design services while fostering a collaborative, sustainable, and community‑focused culture.

• 100% paid medical, dental, and vision insurance.
• 401k profit‑sharing plan.
• Paid holidays, vacation, volunteer, and sick leave.
• Commuter benefits and flexible spending accounts.
• Company‑sponsored life, AD&D, and disability insurance.
• Professional development stipend and hybrid work stipend.

Training + Development

Interview process

Visa Sponsorship

Security clearance