Project Administrative Assistant

Work at HMC•Seattle, WA

6d•$19 - $26•Onsite

About The Position

Responsibilities include support for the day-to-day office operations and functions, including administrative support for office leaders and managers. This position also provides administrative support to construction administrators, project managers and project team members throughout the life of a project. This position interacts with employees, clients, vendors, consultants, contractors, and office guests. This position encourages teamwork by creating a climate where others are respected and valued.

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.
Speaks clearly and persuasively in positive / negative situations, listens, and gets clarification.
Writes clearly and informatively, edits work for spelling and grammar, presents numerical data effectively, able to read and interpret written data.
Ability to establish productive working relationships and to deal smoothly, effectively, and cooperatively with people at all levels.
Displays good work ethics punctuality and attendance are a priority.
Provides an overall quality work product that contributes to the success of the department, project, or firm.
Familiarity with the construction industry is desired, but not required.

Nice To Haves

Project Management software experience is preferred.
Familiarity with the construction industry is desired, but not required.

Responsibilities

Welcome and assist all visitors to the office, including managing the callbox.
Coordinate food and beverage orders for meetings and ensure timely delivery.
Maintain kitchen operations, cleanliness, and inventory.
Support scheduling by helping manage Studio and conference room calendars.
Oversee office supply purchasing and ensure office equipment is maintained.
Maintain the overall appearance and readiness of the office and conference rooms.
Handle incoming and outgoing mail, packages, and courier services.
Set up weekly Product Presentations or other Studio Gatherings as needed.
Manage print and courier requests.
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, communications, routing of RFIs, Submittals, change documents, and all correspondence between contractor and design team.
Assist with editing and assembly of specifications as needed.
Other duties as assigned.