Administrative & Project Support Assistant

Huitt-Zollars•San Diego, CA

just now•$60,000 - $75,000•Onsite

About The Position

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.

Requirements

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.
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.
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.

Nice To Haves

Knowledge of Deltek Vantagepoint or a CRM system is a plus.

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