Project Support/Administrative Assistant

Project Support - Administrative Assistant

*Architectural and/or Engineering Firm Experience Only Apply*

Role Description: Huitt-Zollars has a great full-time opportunity for a Project Support - Administrative Assistant at our Philadelphia office. The candidate will work with teams and project managers with a wide range of project and administrative tasks. Candidate should have 2 years of professional office experience preferably in an architectural and/or engineering firm environment. The selected candidate will report to the Managing Principal in a rapidly expanding, multi-sector office. This is an opportunity to get in on the ground floor to help shape a highly functioning, inclusive, value-driven team environment.

Location: Philadelphia, PA

Reports to: Vice President/Managing Principal

Employment Type: 40 FT Hours

Compensation Type: Salary

Registration(s): n/a

Education: Associate's or Bachelor's degree in business administration, marketing or related

Duties:

• Coordinate and track all aspects of office business development including preparing proposals for A/E RFPs. This includes coordinating with subconsultants and internal team, organizing all details of RFP and leading and tracking all necessary forms, requirements and format limitations, using highly efficient time management to achieve ultimate due date.
• Track contract requirements, subconsultant financials and work order development processes, agreement capacity balance, and invoice payments.
• Support project managers with monthly progress reports, invoice processes, project filing, research and writing, data input and analytics, document editing/finishing, stakeholder correspondence, arranging travel, interviews and meetings.
• Build relationships with co-workers & team members in order to provide a high level of customer service and continually improve team member satisfaction.
• Complete ongoing support assignments on needed cadence without queuing and handle agility of additional, quick-paced new assignments.
• Organize meetings, send invites, track responses, set up in-person or virtual equipment, and make travel arrangement, draft and/or finalize meeting notes and distribute.
• Lead office administration greeting visitors, reserving conference rooms, arranging business lunches or outreach events, and purchase office supplies.

Key Responsibilities:

• Understands, follows, and enforces Huitt-Zollars' business process.
• Productively collaborates with others and leads or encourages teams to achieve success and camaraderie amongst each other.
• Understands and follows HZ QMS and Quality initiatives. Ensures quality control measures are being adhered to on projects and daily operations.
• Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.
• Assist with appropriate administrative and project support tasks supporting the needs of the project team and office.
• Complete assignments on-time, within budget, and with highest level of quality.
• Routinely proposes and produces more effective ways to accomplish assignments.

Qualifications:

• Minimum 2 years of experience
• Engineering and/or Architecture administrative support experience highly 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 with minimum supervision and with a team
• Ability to handle and prioritize multiple tasks and adhere to deadlines
• Agility and problem-solving skills

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 10 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

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• 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.

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.

Huitt-Zollars, Inc. is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, sexual orientation, gender identity, religion, national origin or any other legally protected status. Consistent with the Americans with Disabilities Act, the company will make reasonable accommodations to assist in the application process upon the request of an applicant. No question on this application is intended to secure information to be used for discriminatory purposes.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a) and 60-300.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities. #IND