Project Administrative Coordinator

HMC Architects Los Angeles , CA 90009

Posted 4 months ago

SUMMARY:

The Project Administrative Coordinator is a position that supports an assigned Department, Office, or Studio, reporting directly to a Department Head, Managing Principal, or Administrative Manager. General responsibilities include (but are not limited to): providing general office or studio support, including supporting office/studio Managing Principal/PIC.

In smaller offices or studios, responsibilities include (but are not limited to), answering phones, welcoming visitors, ordering and stocking supplies, maintaining office organization and cleanliness, as well as organizing/planning office events. Project Administrative Coordinators may also be responsible for reviewing and approving invoices, working with vendors and property management, providing clerical support to Managing Principals/PICs, arranging travel, and general IT support. As needed, providing backup for other Administrative Support Staff.

The Project Administrative Coordinator position provides Administrative support for Construction Administrator, Project Leaders, and Project Managers during construction. Responsibilities include (but are not limited to), processing administrative construction documents, providing clerical assistance to CA, PL and PMs, communications with Consultants, Contractors, Agency, and Client Representatives. Utilizing various HMC, Contractor, and Government Agency software for construction management. A Senior level may be considered after two years experience with a current performance level of MTE+ or higher. More text to be added regarding people leadership / coaching / mentoring by role.

REQUIRED COMPETENCIES:

  • Effective/Respectful Communication

  • Client Focus

  • Collaborative Team Results

  • Results-Driven Leadership

  • Integrity

  • People/Personal Development

DESIRED SKILLS AND EXPERIENCE:

  • High School Diploma with two (2) years college related courses preferred, or equivalent experience.

  • Minimum two (2) years professional administrative office experience.

  • Minimum two (2) years experience supporting multiple projects and people.

  • Proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. Project Management software experience a plus.

  • Excellent phone demeanor, ability to handle multi-line phones with ease.

  • Excellent written and verbal communication, and interpersonal skills, with an ability to interact with both internal and external clients and contacts.

  • Detail oriented, multi-tasking, energetic, adept at succeeding in fast-paced environment.

  • Professional attitude and appearance.

  • Excellent organizational skills and ability to establish priorities, objectives, and deadlines with minimal supervision.

KEY RESPONSIBILITIES:

Office Support

  • Support daily office operations: Review invoices for accuracy and assign accounting numbers; order and organize office supplies/materials; general office organization and cleanliness; submit printer and plotter counts to provider.

  • Office vendor management.

  • Reserve/set-up/maintain orderly appearance of conference rooms.

  • Assist in organizing/planning office events.

  • Facility upkeep and interactions with property management.

  • In smaller offices or studios, this role includes answering phones; greeting visitors; mail, preparing/shipping packages; simple IT support (guided by our IT Department); coordinating Lunch-N-Learns.

  • Ability to continuously demonstrate initiative, good judgement, and handle confidential matters with absolute discretions.

  • Support Managing Principal/PIC: Administration and reconciliation of personal calendar, task lists, and coordinating/planning meetings. Enter and submit expense reports. Arrange travel.

  • Support Office Staff: Audit, submit, and approve timecards for office or studio staff. Review expense reports for accuracy.

  • Arrange travel.

  • Provide oversight ensuring that the office or studio follows all quality and procedural standards.

Project Support

  • Ability to continuously demonstrate initiative, good judgement, and handle confidential matters with absolute discretions.

  • Prepare meeting agenda and minutes, transmittals, letters, and proposals.

  • Submit printing needs to reprographics.

  • RFI and submittal triage, including: logging, routing/tracking to/from HMC personnel, consultant, and contractor, and filing.

  • Submit and manage DSA CCDs and OHSPD ACDs. Attention to detail to ensure all required attachments are included.

  • Maintain positive working relationships and communication with Project Manager, Consultant, Contractor, Agency Client Representative.

  • Utilize various construction management software.

  • Track warranties, and operations and maintenance manual (O&M), as-builts, punch lists, and attic stock deliveries.

  • The above responsibilities may vary dependent upon office or studio size, and are not limited to only those functions listed.

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Project Administrative Coordinator

HMC Architects