DAHLIN Architecture | Planning | Interiors
DAHLIN is an award-winning architecture, planning, and interiors design firm with 180+ multi-cultural professionals located throughout the Western United States. We offer more than 45 years of experience building communities where we live and work, driven by the vision of creating places that promote human fulfillment and well-being. This same Passion for Place® starts with our own working environment—a positive community where people thrive. Please visit our website (
We are currently seeking a PROJECT ASSISTANT/COORDINATOR II to join our PLEASANTON, CA office. This administrative professional will be responsible for providing high-level administrative support to one or more Senior Principals, project teams and staff, and provides consistency in the quality of project deliverables across sectors and geographic regions.
A service-oriented professional with a friendly, flexible and positive attitude, the Project Assistant II gets along with a wide variety of personalities, and will nurture the relationships the Principals and technical staff have with their clients and others by maintaining a personal, welcoming, yet professional approach. As a member of the Administrative Team, responsibilities include supporting overall administrative operations by collaborating with other administrative staff across the firm and contributing to a positive and productive work environment.
This role requires team members to work in the office a minimum of 3 days per week.
Please note, during the onboarding/training, the expectation is 5x a week in office (for the first month). Once training is complete, the hybrid schedule of 3 days/week will start.
Interested? If so, please read through this entire posting and follow instructions to apply. Please note – your attention to this is an important part of how we evaluate our candidates.
ESSENTIAL RESPONSIBILITIES:
- Assist Principals and Project Managers with preparing and tracking project schedules, budgets, and billing
- Manage project correspondence; provide support to Project Managers with construction administration to ensure submittals, RFIs, PRs, ASIs, Change Orders and ensure contract completion documents are recorded and documented properly for project team members to review
- Review Prime Agreement and Subcontract Agreements, Copy Agreements, Scope, and Schedule; prepare and coordinate amendments as needed
- Coordinate, track, and process subconsultant invoices in collaboration with Project and Accounting Teams
- Attend meetings and prepare draft meeting minutes for PM approval
- Coordinate project documents for reproduction & distribution
- Receive and review all incoming construction correspondence / submittals and forward or respond as necessary under direction of Project Manager
- Prepare, track, edit and execute all project proposals
- Assist in project set-up and tracking revenue in Ajera
- Review and coordinate project closeout documents
- Provide administrative support to principals, directors, project teams and staff, proactively anticipating needs and ensuring completion of tasks. These duties include, but are not limited to, preparation of reports and documents, travel arrangements, scheduling of events and meetings, and full cycle expense report reimbursements, all done in a timely manner with attention to detail and accuracy
- Create, proof and edit complex documents, proposals, presentations, and spreadsheets in a timely manner with attention to detail and accuracy
KNOWLEDGE, SKILL, & ABILITIES:
- Professional demeanor, service oriented with a friendly, flexible and positive attitude
- Advanced skills in Microsoft Office (MS Outlook, Word, Excel, PowerPoint)
- Proven punctuality and reliable attendance
- Excellent written and verbal communication skills required
- Excellent leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals at all levels
- Strong organizational skills and attention to detail; ability to manage a task from start to finish
- Initiative in communications and problem solving
- Sound work ethics and the highest level of integrity; ability to handle highly confidential matters with discretion
- Knowledge of contract management preferred
MINIMUM EXPERIENCE, EDUCATION, CERTIFICATIONS:
- B.A. degree and 5 or more years relevant experience, or equivalent combination of education and work experience
- Prior experience supporting executives of a mid to large sized company
- Work in a creative or professional services environment supporting multiple leaders
- Experience working with an Architecture or Engineering firm a plus
- Must be legally authorized to work for any employer in the United States without any restrictions or visa sponsorship
We offer a competitive compensation package based on experience and qualifications. Excellent benefits include medical, dental, and vision coverage. We also offer the opportunity to participate in a pre-tax Flexible Spending plans for medical, childcare, and commuter expenses, Employee Stock Ownership Plan, and 401k.
The salary range for this position is $55,000 – $80,000. Placement within this pay range will be determined by factors such as education, qualifications, project complexity and/or experience. The maximum is reserved for candidates who currently meet all job requirements. We believe in the importance of pay equity and consider internal equity of our current team members as part of any final offer.
How to Apply: Please include a cover letter with your resume (PDF or Word/5MB max) that tells us why you are our ideal candidate and why you want to our work for our firm. Inquiries that do not follow these instructions may not be considered.
One last note. . .
Real people review every application, so we regret that due to the large volume of inquiries, we are unable to accept phone calls regarding the status of applications. We’ll be sure to contact you if we need more information. Apply now!
As an Equal Opportunity Employer, we are committed to welcoming and supporting a diverse community of professionals. As such, women and people of color are especially encouraged to apply. Our firm participates in E-Verify.
We do not accept resumes from recruiters, placement agencies, or other staffing vendors who have not signed an agreement with us. Unsolicited resumes will be ineligible for referral fees.
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