Project Administrative Assistant

hmcarchitects; San Diego (CA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Discretionary bonus opportunities

Employee stock ownership grants

Paid time off

Medical insurance

Job summary

HMC Architects is seeking a detail-oriented Project Administrative Assistant in its San Diego, California office. The role involves supporting construction administrators, project managers and principals, handling document control, meeting minutes, and data entry across project lifecycles.

Candidates should have at least a High School Diploma with two years of college courses preferred, plus two years of general administrative experience and strong MS Office skills.

Qualifications

• High School Diploma with two years college courses preferred, or equivalent experience.
• Minimum two years general and administrative office experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Provide administrative support to project administrators, managers, and principals.
• Handle document control, meeting minutes, and project data entry.
• Coordinate with clients, consultants, contractors, and office guests.
• Set up conference rooms and assist with meeting logistics.
• Maintain organized project files and support on-site and remote team members.

Skills

Detail-oriented

Multitasking

Organizational skills

Education

High School Diploma or equivalent with two years of college courses

Tools

Microsoft Office

Job description

Who We Are

HMC Architects is an employee-owned design firm with a desire to make a difference in our communities. As a purpose-driven firm based on values, our mission to design for good drives everything we do. And our ownership culture creates alignment and increased commitment to that mission, keeping us on track to being successful.

What We Do

Founded with the purpose of anticipating community needs, HMC aims to create designs that have a positive impact, now and into the future. We focus primarily on opportunities to have the most direct contribution to communities–through healthcare, education, and civic spaces.

Why Join HMC

As an employee owned company you become an owner after one year—receiving company-provided shares at no cost and building long-term financial growth as the firm succeeds. We also give back through our volunteerism with our Designing Futures Foundation, which advances sustainable and regenerative design and supports the next generation of innovators. In addition to this, we also support our team through:

• Culture: We put people over profits, giving them the flexibility to manage their work and life. We believe in fairness, equality in opportunity, and rewarding those who perform.
• Wellness: company paid wellness courses, on-site gyms (at select locations), access to financial advisors and discounts to wellness platforms, gyms and more.
• Professional Development: LinkedIn learning access, business development training, supportive mentorship, company-paid ARE study materials, exam fees, and licensure completion bonuses.
• Comprehensive Comp and Benefits: Base+Bonus+Equity+401k, including student loan repayments, wellness programs, full medical, dental, vision, time off and holidays above industry standard.

Summary

We are looking for a detail-oriented and organized Project Administrative Assistant. Responsibilities include administrative support to construction administrators, project managers and principals throughout the course of a project. This position interacts with employees, consultants, clients, contractors, and office guests. Encourages teamwork by creating a climate where others are respected and valued. This position performs document control during all phases of a project.

This position is located in our San Diego, California office. The position requires 3 days in the office and the ability to work from home Mondays and Fridays.

Position Responsibilities

• Responds promptly to client needs, solicits client feedback to improve service, responds to requests for service and assistance, meets commitments
• Act as a point of contact for architects, clients, consultants, contractors, and various construction services teams
• Responsible for all project data entry on various platforms
• Utilizes resources, establishes priorities, and organizes work to meet/complete required department, program, project, or firm deadline
• Participates in meetings and help follow up on actions needed
• Responsible for writing and distributing meeting minutes for various projects and project managers
• Plans and organizes work assignments for optimum results
• Performs document control during all phases of a project, including governing agency submissions and communications, routing of RFIs, Submittals, change documents, and all correspondence between contractor and design team
• Light general office duties may also be required
• Assist with setting up conference rooms for meetings and coordinating with vendors

Position Requirements

• High School Diploma with two (2) years college related courses preferred, or equivalent experience.
• Minimum two (2) years general and administrative office experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Detail-oriented, multi-tasking, energetic, adept at succeeding in fast-paced environment.
• Organizational skills and ability to establish priorities, objectives, and deadlines.
• Familiarity with the construction industry is desired, but not required.

The hourly range for this position is $19.34 - $26.31/hour ($40,232 - $54,734).

The actual offered salary for this position will vary depending on multiple factors including the candidate’s qualification, education, position knowledge, work experience, skills, ability, work location, and internal incumbent compensation for similar roles. We do not anticipate individuals hired into this position will start at or near the top half of the range listed; the decision will be based on each individual case. The salary range listed above does not include other compensation elements such as discretionary bonus opportunities, employee stock ownership grants, paid time off, medical insurance, and other wage and benefit opportunities.