Job Title: Project Administrator

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About the Role

VVAS is looking for an organized, detail-oriented professional to join our team as a Project Administrator. This role is central to keeping our architectural specification projects on track, with a focus on document organization, project manual assembly, and clear communication with clients and consultants.

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This position is well suited to someone with strong word processing and document management skills who enjoys creating order out of complex sets of documents. No background in architecture or specifications is required, although an interest in the field is a plus. We provide training in our software and methods, and we are happy to support staff who want to grow into other roles within the firm over time.

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Core Responsibilities

Project Manual Preparation

• Compile and assemble complete project manuals, ensuring proper organization, pagination, and formatting in accordance with CSI MasterFormat and PageFormat structure.

• Format, proofread, and edit specification documents and tables of contents for consistency, accuracy, and a professional appearance.

• Perform edits to text, requiring adept use of change tracking.

• Maintain templates and standard formatting for project manuals and specification sections.

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Document & Consultant Coordination

• Coordinate the receipt, review, and integration of consultant specifications into the project manual, tracking submission status and following up as needed.

• Maintain organized project files and correspondence logs related to specifications and project manuals.

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Client & Team Communication

• Communicate clearly and professionally with clients and consultants regarding document submittals, deadlines, and status updates.

• Support specifiers with day-to-day administrative tasks related to active projects.

• Respond to routine inquiries and route more complex questions to the appropriate team member.

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Skills & Qualities We Value

• Strong word processing skills, including advanced formatting in Microsoft Word.

• Excellent attention to detail, particularly in document organization, formatting, and proofreading.

• Clear, professional verbal and written communication with clients, consultants, and team members.

• Strong organizational skills with the ability to manage multiple projects and deadlines at once.

• Effective and timely follow-through on questions, comments, and open items.

• Comfort with learning new software systems.

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Software

Candidates will be trained on the following tools and are expected to become proficient:

• Microsoft Office Suite, particularly Word, with Excel and Outlook

• Google Workspace, particularly Google Sheets and Google Drive

• Mail Manager (integrated with Microsoft Outlook), project correspondence management

• Asana, task and project management

• Bluebeam (a pdf program)

• e-SPECS (specialty word processing tool)

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Work Arrangement

This is an in-office position in San Rafael, CA.

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Qualifications

• Experience in an administrative, document control, or word processing role preferred.

• Strong proficiency in Microsoft Word; experience with long, formatted documents is a plus.

• Background in architecture, construction, or related field is a plus, but not required.

• Strong attention to detail and a high level of accuracy in written communication.

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How to Apply

Please submit a resume and cover letter explaining why you are a fit for this job to melanie@vvasinc.com. Resumes without a cover letter will not be considered.