Project & Administrative Support Specialist

Huitt-Zollars, Inc.; San Diego (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

8 Paid Holidays

Paid Vacation/Annual Leave

Paid Sick Leave

Tuition Reimbursement

Commuter Benefits

Job summary

Huitt-Zollars, Inc. in San Diego, CA is seeking an Administrative & Project Support Assistant on a full-time basis. The role reports to the Managing Principal and supports office leadership, project teams, and proposals across multiple assignments.

The ideal candidate has at least two years of professional office experience in a professional services environment, strong organizational skills, and proficiency with Microsoft Office and Deltek Vantagepoint.

Qualifications

• Minimum 2 years of professional office experience.
• Experience supporting project teams and/or proposal efforts in a professional services or A/E environment is strongly preferred.
• Ability to communicate with clients and executives and handle confidential information.
• Strong organization, time management, and prioritization skills.
• Professional business acumen and attention to detail.

Responsibilities

• Provide administrative and coordination support to Office Principals, Project Managers, and project teams across multiple concurrent assignments.
• Assist with project setup, documentation, scheduling, correspondence, and meeting coordination throughout the project lifecycle.
• Organize, track, and maintain project records, including document control, transmittals, and archiving in accordance with HZ standards.
• Assist project leadership and accounting with opportunity tracking, project setup, contract modifications, and data accuracy in Deltek Vantagepoint.
• Support invoice tracking, collections follow-ups, and routine project reporting as directed by project leadership.
• Provide administrative and documentation support to principals and proposal leads for A/E pursuits, including organizing proposal materials, tracking due dates, managing required forms and certifications, and supporting submission logistics as directed.

Skills

Organization

Time management

Communication

Attention to detail

Prioritization

Education

Associate or bachelor’s degree in business administration, marketing or related

Tools

Deltek Vantagepoint

CRM system

Microsoft Office Suite

Job description

Huitt-Zollars, Inc. in San Diego, CA is seeking an Administrative & Project Support Assistant on a full-time basis. The role reports to the Managing Principal and supports office leadership, project teams, and proposals across multiple assignments.

The ideal candidate has at least two years of professional office experience in a professional services environment, strong organizational skills, and proficiency with Microsoft Office and Deltek Vantagepoint.