Administrative & Project Support Assistant

Description

Administrative & Project Support Assistant

Role Description: Huitt-Zollars has a great full-time opportunity for an Administrative & Project Support Assistant in our San Diego, CA office. The candidate will report to the Managing Principal in this rapidly expanding, multi-sector office. The role serves as a key internal service partner supporting administrative and project support to office leadership, principals, and project teams under the direction of office and project leadership. Candidate should have two years of professional office experience, preferably in an architectural and/or engineering firm environment.   This is an opportunity to help shape a highly functioning, inclusive, value-driven team environment.

Location: 13220 Evening Creek South Drive, Suite 117, San Diego, CA 92128

Reports to: Matt Glancy, Vice-President & Managing Principal

Employment Type: 40 FT Hours

Compensation Type: Salary

Registration(s): n/a

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

Duties:

Project & Administrative Support

• 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.   

Contracts, Compliance & Insurance Coordination

• Assist with contract documentation, insurance certificates, and compliance requirements by coordinating with insurance carriers, subconsultants, and internal teams.
• Assist with tracking of required submittals to governing or review agencies through approval.
• Maintain confidentiality and accuracy when handling contracts, financial data, personnel information, and proprietary materials.

Office & Principal Administrative Support

• Provide direct administrative support to office principals, including calendar coordination, meeting logistics, travel arrangements, expense reporting and general correspondence, responding to requests and priorities established by office leadership.
• Support daily office operations including conference room scheduling, meeting setup/take-down, visitor coordination, and bushiness event logistics.
• Assist with general office administration as needed, including mail distribution, visitor coordination, phone coverage, and reception support.

Qualifications:  

• Minimum 2 years of experience.
• Experience supporting project teams and/or proposal efforts in a professional services or A/E environment is strongly preferred. 
• Ability to appropriately communicate for and with clients and executives and appropriately handle confidential and sensitive information.  
• Strong organization, time management, and prioritization skills.
• Presents a strong professional and business acumen.
• Proficient in Microsoft Office Suite: Word, Outlook, Excel PPT, and Adobe.
• Knowledge of Deltek Vantagepoint or a CRM system is a plus. 
• Ability to give meticulous attention to detail and quality. 
• Ability to work independently on assigned tasks while coordinating closely with office leadership and project teams.
• Ability to handle and prioritize multiple tasks and adhere to deadlines.
• Agility and problem-solving skills.  

Project Support Role Annual Performance Goals & Expectations:

• Having a deep understanding of how your work and contributions as a co-owner add to Huitt-Zollars’ mission and core values.
• Demonstrates accuracy and timeliness in required project entries, setup of tasks and phases, and other required data entry into Vantagepoint.
• Routinely and accurately enters A/R comments following monthly rhythm.
• Assists with appropriate administrative and project support tasks supporting the needs of the project team and office. 
• Understands, follows, and enforces Huitt-Zollars' business process.
• Enters accurate, timely updates for key reports including but not limited to: Pursuit tracking, billing forecast date(s), etc. 

This position is also required to adhere to Huitt-Zollars’ Core Value Competencies.

About Huitt-Zollars:

• Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975. Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients. 
• Located in more than 20 locations throughout 11 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play. Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.

Benefits & Perks:

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave 
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP
• Work for an Employee-Owned firm

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds on occasion
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship. Currently, Huitt-Zollars does not sponsor H1-B or any other work visa petitions.

Annual Base Salary Range: $60,000-$75,000 and up depending on experience and qualifications of the selected candidate(s). The expected salary range for this position is displayed in accordance with the California Equal Pay for Equal Work Act. The final agreed upon compensation is based on the success candidate's individual education, qualifications, experience, and work location. The total annual compensation package will consist of a base salary and consideration to participate in our discretionary annual bonus incentive program. 

Huitt-Zollars does not accept unsolicited resumes from third-party recruiters without a previously signed third-party agreement. Any unsolicited third-party resumes forwarded by recruiters to any Huitt-Zollars hiring manager or employee will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency submitting the unsolicited resume. Huitt-Zollars will not pay a fee to a third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of the Human Resources team and without an active, fully executed service agreement. 

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or any other legally protected status. Huitt-Zollars is a federal contractor and subcontractor and abides by the requirements of 41 CFR 60-300.5(a) and 41 CFR 60-741.5(a), which prohibit discrimination against qualified individuals based on protected veteran status or disability and require affirmative action to employ and advance qualified protected veterans and individuals with disabilities.