Project Administrator
Location: Westchester, IL | Hybrid Work Schedule

Supporting Design Teams That Shape Communities

At FGMA, we believe architecture has the power to strengthen communities, and that starts with how we support the people who design it. As an employee-owned firm with a 75+ year legacy, we deliver thoughtful, collaborative solutions across sectors-PK-12 Education, Higher Education, Municipal, Federal, Public Safety, Faith-Based, and Recreation.

We're looking for a Project Administrator who thrives in a fast-paced, team-oriented environment. In this role, you'll provide critical administrative and project support that helps our architects, designers, and project managers stay focused on design and client service. If you're highly organized, detail-oriented, and energized by helping others succeed-this is your opportunity.

Why You'll Love Working Here

Purposeful Work: You'll play a key role in helping project teams deliver buildings that make a lasting impact on the people and communities we serve.

Hybrid Flexibility: Work three days a week in our Westchester office, one day in our Chicago office, and one day from home.

Team Culture: You'll be part of a welcoming, collaborative team that values reliability, initiative, and shared success.

Opportunities to Grow: We'll provide training and support so you can deepen your skills in project systems, software, and coordination.

What You'll Do

• Coordinate and manage construction administration tasks including submittals, RFIs, pay applications, and change order proposals
• Draft and finalize contracts using AIA software; maintain project data in Deltek and Newforma
• Organize and manage digital project documentation with consistent naming and file structure
• Support the design team by compiling specifications and maintaining formatting
• Greet visitors, answer phones, and assist with scheduling and meeting coordination
• Manage office supplies, vendors, and event logistics for team meetings and office gatherings
• Support onboarding of new team members and provide admin support to HR and IT as needed
• Participate in training for platforms like Newforma, Deltek Vantage Point, Autodesk Construction Cloud, Bluebeam, Procore, and AIA Contract Documents
• Help standardize and improve administrative processes across FGMA offices

What You Bring

• 3+ years of administrative experience, preferably in architecture, engineering, or construction
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience with project management tools such as Newforma, Deltek, Autodesk Construction Cloud, Bluebeam, or Procore is a plus
• Strong attention to detail and excellent time management
• Clear communication skills and the ability to collaborate across teams
• A self-starter mindset with a commitment to doing quality work

The Perks

• Hybrid schedule: work in Westchester three days a week, Chicago one day, and from home one day
• Flexible Fridays: complete 36 hours Monday-Thursday and enjoy a half-day Friday
• Generous PTO and paid bereavement leave
• Paid parental leave (8 weeks for both parents)
• Medical, dental, and vision coverage
• Short- and long-term disability, basic life and AD&D insurance
• 401(k) match and Employee Stock Ownership Program (ESOP)
• Bonus eligible

FGMA is an Equal Opportunity Employer
We're committed to fostering a diverse, inclusive environment where all perspectives are valued. We welcome qualified applicants of every background and identity.

Ready to Help Great Design Happen?
Apply today and join FGMA's collaborative project team. Support meaningful work, grow your expertise, and help bring inspiring architecture to life.

Pay Range: $50,000 - $60,000 per hour