Your Role

         

As a Coordinatrice / Coordinateur ou Chargé(e) Administratif(ve) Projet, you will be responsible for supporting the Design Manager in preparing contracts and applications, managing financial agreements, and tracking project invoices and POs. You will be successful because you are highly organised and passionate about optimising financial and project management, as well as ensuring the fiscal health of projects from inception through completion. Join a team of highly creative, collaborative colleagues to ensure our projects are not only beautiful, but organisationally sound.  

Please note, this role is not remote. We look forward to working with our new Coordinatrice / Coordinateur ou Chargé(e) Administratif(ve) Projet in our incredible Paris office.

What You Will Do

Work closely with Design Manager in preparing the contracts and work authorizations for the projectsFollow up with consultants for fee and scope proposals, assist in negotiations when neededKeep track of financial agreements with the clients and consultants (invoicing terms, markups, agreed procedures and communications)Do a regular monthly catchup of monthly invoicing reviews with Design Managers, report to Studio Director and financial departmentIssue project POs and invoicesTrack outstanding invoices and POs to facilitate the paymentsDemonstrate skills and initiative to optimize the financial management of the projects (build trackers for complex projects, etc)Review financial health of the projects and alert on any potential risks, demonstrate skills to foresee the project financial protectoriesAnalyse the company's typical fees and assist teams on RFP processes for target feesPreparing administrative applications in conjunction with architects and inspection bodies (planning permission, building permits, etc.) or managing them internallyAnalysing budget forecasts and comparing them with actual costs throughout the projectParticipate in analysing offers from service providers and negotiating quotes to optimise costsFollow-up of administrative authorisations (building permits, TA) with the relevant authorities, reminders, responses to requests from the authorities, etc.Assisting the Operations Manager with financial monitoring of operations (invoice management, financial dashboard, etc.)Check variances between budget forecasts and actual expenditureHelping to set up financial monitoring and reporting tools to improve cost controlExpertise in the administrative and financial management of ongoing projectsKnowledge and application of operational financial and administrative monitoring tools.Monitoring and management of contracts with contractors and subcontractorsAdministrative monitoring of worksites: Approval of contractors' statements of account and preparation of payment certificates, monitoring of subcontractor approvals, preparation of SOPs, etc.

Your Qualifications

B.A. Degree, preferably in Accounting or Business Administration3+ years’ experience in a similar role for the Architecture, Engineering or Construction industriesSolid understanding of construction and design terminologyProven fiscal accountability and responsibility on projectsMust be able to understand contract terms as they relate to fee managementHighly proficient in ExcelExperience with Deltek Vision and Coupa software is beneficialKnowledge of Tableau, Power BI and data analytics is advantageousExperience with project management software, such as MS Project, a plus Strong organizational skills, high level of accuracy, and keen attention to detailAbility to effectively work in a high-volume environment under pressure with multiple tasks and strict deadlinesWillingness to embrace new technologies and constantly strive for greater efficiencies through process or technologyExcellent oral and written communication skills, ability to work as a team and interact professionally with employees, clients and consultantsFluency in French and English is essential

Life at Gensler 

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programs as strategic investments in our future. 

This job description reflects the core activities of the role although there will be changes in the emphasis of duties as required from time to time.  

Please apply for this Coordinatrice / Coordinateur ou Chargé(e) Administratif(ve) Projet role and submit your CV for review.  Candidates who do not meet the criteria will not be considered.