Are you someone that has insatiable curiosity, always digging deeper to understand or innovate? Do you thrive when collaborating with others?
Founded 1982, Marx|Okubo is an employee-owned architecture, engineering and construction consulting firm with nine offices across the country. We work with real estate owners, investors and lenders—at every point of the property lifecycle—to evaluate their building projects, solve complex challenges and implement tailored solutions. We help clients understand their projects’ complexities so they can make more informed decisions and, ultimately, mitigate their risk.
Because of our need to uncover details with a 360-view, as well as continually evolve and hold ourselves—and the industry—to a higher standard, we have earned a reputation as “the gold standard” in what we do.
Here at Marx|Okubo, we are a team of collaborative, bright and seasoned architects, engineers, construction and real estate professionals, with projects nationwide. We have broad technical expertise, yet deep local knowledge. We value collaboration, and we never stop learning. We truly value our different backgrounds and what each individual brings to the team. We genuinely care about and get to know our clients. And we care about balance—we are family-focused and work hard and play hard. As for loyalty, it is never lost on us and gets rewarded in many ways.
What’s more? Our benefits happen to be some of the most progressive and competitive you will find in the industry. Here are a few highlights: Vested in you: As we are an ESOP, each employee owns a portion of the company.
- Planning for your future: We have a 30% match on 401(k) contributions.
- Staying healthy: We contribute 100% of employee health premiums.
- Commitment to your growth: We want to see our employees grow—when new positions arise, existing employees are considered first.
- Supporting education: We encourage continuing education and provide education/licensure/ tuition benefits.
This classification is for employees primarily involved in clerical and support-related activities associated with report production. These employees are paid on an hourly basis and have minimal to no supervisory responsibilities. The nature of the business can be very demanding; therefore, a certain amount of flexibility is critical, and overtime is sometimes required.
A project administrator's (PA’s) primary daily tasks include, but may not be limited to: Word processing, assistance with report production, transcription, filing, CRM, office and breakroom supply inventory control, coding and tracking of billings and reimbursables related to their assigned projects and miscellaneous courier duties. This position is part of a team that ensures the smooth day-to-day operations of the company and also serves as backup for the receptionist.
The PA's primary responsibility is the development of reports in coordination with the professional architect and the project coordinator. In order to do this successfully, a PA must have exceptional proofreading, editing, content reading and formatting skills as well as be comfortable with conducting basic research by phone and online. In addition, the candidate must be at ease working in the Microsoft Office Suite (including Word, Excel, PPT, etc.) and company applications as well as serving as a final quality control checkpoint in the report development process and the one responsible for delivering the report to the client.
This position does help with internal marketing projects for the company including social media on various sites.
Our typical clients are upper-level executives who expect a high degree of professionalism and excellent written communication skills. This level of employee should be self-directed yet also work well as part of a team, seeing projects through to completion; and have an understanding of corporate procedures, goals and obligations.
Summary of major responsibilities:
- Report development
- Reporting information to client
- Attention to detail
- Positive attitude
- Microsoft Word, Excel, PowerPoint, Outlook, CRM
The following represents the duties of the PA for his/her assigned job. The process involves continuous coordination amongst the PA, professional in charge and the project coordinator. Once a job has been assigned to a PA, his/her duties are as follows, involving continuous coordination with the professional and coordinator assigned to the project:
Duties and responsibilities
- Use MOConnect to obtain deliverable templates. Confirm with the professional or the office manager which format(s) will be required, when the report will be due and who is to receive copies of the report.
- Responsibilities and duties involved in property condition assessments (PCAs):
- Set up the site visit for the team. Coordinate with the professional and the client's on-site representative to schedule dates, times, and requirements for the site visit. Use email to set up the site visit so there is a record/trail of the communication. (May use site visit form, if applicable). The site visit memo and/or the email will include the names and contact information of all team members, including sub-consultants, and will be cc'd to the entire team in addition to the client and property manager.
- Send the M|O document request list and property manager questionnaire forms to the property manager (or to the client if property manager information is not available).
- Provide the field team with the following information:
- Copies of the report and cost formats
- Due dates for costs, draft and final (if known)
- Names, titles, companies and phone numbers of any parties he/she will need to meet or contact
- Name and address of the project, a physical map or directions, agenda for the site visit
- Copies of any documents received and information regarding any additional documents which are scheduled to be received
- If the task is not assigned to the coordinator, contact local city building, planning and fire officials (make the "City calls").
- Collect the field data from each team member following the site visit.
- Collect sub-consultant reports. Make sure point professional is aware of sub-consultant reports as soon as possible after receipt so they may review the report content and communicate any necessary changes to the sub.
- Collect photographs and captions from field team. Organize in report order and populate main photo sheet.
- As appropriate, "plug" the field data into the report format.
- Responsibilities and duties involved in pre-construction project reviews (PPRs):
- Contact the designated party to obtain drawings, specifications, contracts, schedules, budgets, etc. ("document request form"). Follow-up if not received as promised. If, after reasonable efforts, documents are still not received, advise the professional and request direction on what further action to take.
- Upon receipt of documents, coordinate with the lead professional which documents will be needed as exhibits to the report. Prepare exhibit items needed for the report.
- Work with lead professional to distribute documents to the review team (architectural, structural/geotechnical, civil, MEP).
- Input all information available into the report format, including a list of all documents received.
- Transcribe information received from the professional into the report.
- Provide the professional with the first draft report for his/her review and mark-up. Follow up with changes as required.
- Once the report is in final form, hand off to proofreader (another administrative staff member or perhaps the office manager, depending on the model in a given office). The report to be proofread should include all photographs. The proofreader should ideally be someone who is not familiar with the project in order to ensure that no "assumptions" are made.
- After proofreading and corrections are made, proceed to export the report and exhibits as PDFs. All original photographs, color copies, etc. are to be bound into M|O's file copy. Every report sent to a client, even if there are several drafts, needs to be bound and filed within the project file for future reference. Drafts are to be used by the professional to upgrade to final reports in order to maintain a record of all changes.
- Prepare the invoice. Confirm the invoice amount with the approved proposal.
- If keeping physical copies, file the job. Place the report copy, approved proposal, any contract documents and the invoice in the "Save" file, within the project file.
- Follow up in the billing and tracking of consultant invoicing and reimbursables related to the project. Process sub-consultant invoices and give to office manager for batch delivery to accounting.
- Marketing skills are a plus.
To apply, visit our Career Center at:
- Copy and paste this URL