Project Administrative Assistant

Work at HMC•San Jose, CA

1d•Hybrid

About The Position

The Project Administrative Assistant supports daily office operations and provides administrative and project support to leaders, project managers, construction administrators, and project teams throughout all phases of a project. This role serves as a key point of contact for internal and external stakeholders, ensures smooth office functionality, and contributes to efficient project coordination, documentation, and client service. The position is located in our San Jose, CA office. The position requires 3 days in the office and the ability to work from home Mondays and Fridays; Fridays are also half days.

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.

Nice To Haves

Familiarity with the construction industry is desired, but not required.

Responsibilities

Welcome and assist visitors, manage the callbox, and support a positive studio experience.
Coordinate meeting logistics, including food and beverage orders, room scheduling, and setup.
Maintain kitchen operations, office cleanliness, supplies, and equipment readiness.
Handle incoming/outgoing mail, packages, printing, and courier requests.
Support Studio calendars, weekly presentations, and various team gatherings.
Serve as a point of contact for architects, clients, consultants, contractors, and project teams.
Perform project data entry, document control, routing of RFIs/submittals, and assembly of specifications.
Prepare and distribute meeting minutes, follow up on action items, and participate in project meetings.
Organize work effectively, set priorities, and meet project and department deadlines.
Provide responsive, high-quality client service and assist with other tasks as assigned.