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As a collaborative and innovative center of design excellence, SFCS is dedicated to defining the next generation of Living, Learning and Healing Environments. Our family-oriented culture aims to provide an exceptional employment experience through which we deliver extraordinary service. From our four regionally located offices in North Carolina, Virginia, Kentucky, and Pennsylvania, we provide specialization in the design of senior living, education, healthcare, and government facilities nationwide.
We are currently seeking an articulate, energized professional to join our team. This position's requirements are inclusive of, but not limited to, the following:
Key Qualities
- Maintain a professional image of the firm by providing a favorable first impression to clients and visitors.
- Provide outstanding customer service - internally and externally.
- Demonstrate excellent communication skills with strong business correspondence capabilities, including proofreading grammar, spelling, and punctuation with a high degree of accuracy.
- Exhibit exceptional organizational skills to set priorities, manage workload, handle multiple responsibilities, and meet deadlines.
- Ability to switch quickly between tasks based on priority and timeline.
- Collaborate effectively across multiple disciplines and offices, with confidence to question items outside of normal procedures.
Responsibilities
- Project Documentation & Administration
- Organize, track, and process project-related documents, including submittals, RFI's, shop drawings, AIA documents (COs, AFPs, PRs, ASIs), payment applications, red marks, and project close-out deliverables.
- Maintain accurate and up-to-date project files, drawings, and documentation in accordance with firm standards.
- Utilize Newforma for document control and communication tracking. Ensure compliance with firm quality standards, protocols, document control, and versioning.
- Collect and archive project close-out deliverables, prepare reports, and coordinate lessons learned documentation.
- Contract Management Support
- ssist in the intake, tracking, and routing of client and consultant agreements, amendments, and related documentation to ensure timely review and execution.
- Assist with administrative review of contract documents to verify completeness, proper company information, and alignment with approved proposals and project details.
- Assist with contract version control, track redlines and revisions, and coordinate feedback between project managers, principals, and external parties.
- Assist with contract execution and maintain organized records of executed agreements, amendments, and supporting documentation in firm systems.
- Operations & Staffing Documentation Support
- Support the maintenance and organization of firm operational and compliance documentation, corporate records, and related tracking logs.
- Assist with tracking and updating individual professional licenses across multiple states, helping ensure renewals and regulatory requirements are maintained.
- Support the management of documentation related to certificates of insurance, unemployment insurance, and other regulatory filings to help ensure records remain current and accessible.
- Project Scheduling Management
- Participate in monthly project scheduling meetings to track project progress, identify schedule shifts or holds, and document updates.
- Maintain and update the firm's composite project schedule to reflect changes in project timelines, staffing needs, and key milestones.
- Coordinate with project managers and leadership to ensure schedule adjustments are accurately captured and communicated to relevant teams.
- Design & Specification Support
- Coordinate preparation, formatting, and distribution of specification manuals to align with project standards.
- Assemble, proof, and organize SD packages and other design-phase submissions for internal review and client delivery.
- Communication & Coordination
- Assist with internal and external project communications.
- Distribute meeting agendas, prepare and maintain minutes, and track deliverables.
- Support project correspondence, document maintenance, and schedule distribution.
- Resource & Task Support
- Monitor task progress, identify delays or triggers, and escalate issues to the PM.
- Assist with resource planning by tracking staff assignments, capacity, utilization, and availability.
- Provide backup support for administrative tasks relevant to project operations.
- Office & Administrative Support
- Provide general administrative assistance, including technical typing, correspondence, reports, and filing in accordance with office standards.
- Support in all office management functions, including mail distribution, shipping, ordering supplies and other related tasks.
Requirements
- Minimum of a high school diploma or equivalent required; a college degree is preferred.
- Minimum of 3-5 years of administrative experience in a fast-paced, professional environment, is preferred.
- Proficiency with Microsoft Office, Microsoft Project, and Adobe Acrobat X Pro is required.
- Certification or Associate's Degree as an Administrative Professional and/or Construction Administration experience is a plus.
- Previous experience with AIA Software (MasterSpecs), Newforma, Adobe InDesign, and UPS Software are a plus.
SFCS offers a competitive salary and benefits package. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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SFCS
Mar 17, 2026