Senior Project Administrative Assistant
About The Position
HMC Architects is an employee-owned design firm dedicated to making a difference in communities through purpose-driven design, primarily focusing on healthcare, education, and civic spaces. The firm's mission is to design for good, creating positive impact now and in the future. This role is for a Senior Project Administrative Assistant who will provide high-level administrative and document control support to project managers, construction administrators, and principals. The position is crucial for ensuring accurate documentation, smooth communication, and consistent project coordination throughout all phases of architectural projects. The ideal candidate is detail-oriented, proactive, experienced in supporting complex projects, and capable of mentoring junior administrative staff. The position is located in the Los Angeles, CA office and requires 3 days in the office with the option to work from home on Mondays and Fridays.
Requirements
- High School Diploma required; some college coursework preferred or equivalent experience
- Minimum 5 years of administrative experience, ideally supporting multiple projects and teams
- Strong proficiency in Bluebeam, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and construction management software
- Familiarity with governing agencies; DSA/HCAI experience required
- Exceptional organizational, communication, and time-management skills
- Detail-oriented, able to multitask, and effective in a fast-paced environment
- Ability to work independently while collaborating effectively with teams at all levels
Responsibilities
- Serve as a primary point of contact for architects, clients, consultants, contractors, and construction teams
- Provide comprehensive administrative support across all phases of architectural projects
- Manage project data entry across multiple platforms and systems
- Coordinate document control activities, including agency submissions, RFIs, submittals, change documents, and project closeout
- Attend project meetings and prepare, distribute, and track meeting minutes and follow-up items
- Organize workflows, prioritize tasks, and manage deadlines for multiple projects
- Support larger and more complex projects with increased responsibility and autonomy
- Train team members on project procedures and best practices
- Mentor and support Project Administrative Assistants
- Ensure adherence to firm quality standards and project protocols
Benefits
- employee-owned company (shares after one year)
- volunteerism with Designing Futures Foundation
- Culture: flexibility to manage work and life
- Culture: fairness, equality in opportunity, and rewarding those who perform
- Wellness: company paid wellness courses
- Wellness: on-site gyms (at select locations)
- Wellness: access to financial advisors
- Wellness: discounts to wellness platforms, gyms and more
- Professional Development: LinkedIn learning access
- Professional Development: business development training
- Professional Development: supportive mentorship
- Professional Development: company-paid ARE study materials
- Professional Development: exam fees
- Professional Development: licensure completion bonuses
- Comprehensive Comp and Benefits: Base+Bonus+Equity+401k
- Comprehensive Comp and Benefits: student loan repayments
- Comprehensive Comp and Benefits: wellness programs
- Comprehensive Comp and Benefits: full medical
- Comprehensive Comp and Benefits: dental
- Comprehensive Comp and Benefits: vision
- Comprehensive Comp and Benefits: time off and holidays above industry standard
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
Number of Employees
1-10 employees
