Project Support - Administrative Assistant

Huitt-Zollars•Alexandria, VA

3d•Onsite

About The Position

Huitt-Zollars has a great full-time opportunity for a Project Support - Administrative Assistant at our Alexandria, Virginia 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. THIS POSITION IS FULL-TIME IN OFFICE 5 DAYS A WEEK

Requirements

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
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
Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship.

Nice To Haves

Knowledge of Deltek Vantagepoint or a CRM system is a plus

Responsibilities

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.
Lead office administration greeting visitors, reserving conference rooms, arranging business lunches or outreach events, and purchase office supplies.
Assist with contract documentation, insurance certificates, and compliance requirements by coordinating with insurance carriers, subconsultants, and internal teams.
Assist with tracking of required submittals 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 business event logistics.
Assist with general office administration as needed, including mail distribution, visitor coordination, phone coverage, and reception support.
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.