Project Administrative Assistant

Job Description

Job Description

Who We Are

HMC Architects is an employee-owned design firm with a desire to make a difference in our communities. As a purpose-driven firm based on values, our mission to design for good drives everything we do. And our ownership culture creates alignment and increased commitment to that mission, keeping us on track to being successful.

What We Do

Founded with the purpose of anticipating community needs, HMC aims to create designs that have a positive impact, now and into the future. We focus primarily on opportunities to have the most direct contribution to communities–through healthcare, education, and civic spaces.

Why Join HMC

As an employee owned company you become an owner after one year—receiving company-provided shares at no cost and building long-term financial growth as the firm succeeds. We also give back through our volunteerism with our Designing Futures Foundation, which advances sustainable and regenerative design and supports the next generation of innovators. In addition to this, we also support our team through:

• Culture : We put people over profits, giving them the flexibility to manage their work and life. We believe in fairness, equality in opportunity, and rewarding those who perform.
• Wellness : company paid wellness courses, on-site gyms (at select locations), access to financial advisors and discounts to wellness platforms, gyms and more.
• Professional Development : LinkedIn learning access, business development training, supportive mentorship, company-paid ARE study materials, exam fees, and licensure completion bonuses.
• Comprehensive Comp and Benefits : Base+Bonus+Equity+401k, including student loan repayments, wellness programs, full medical, dental, vision, time off and holidays above industry standard.

Summary

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.

Position Responsibilities

• Welcome and assist all visitors to the office, including managing the callbox.
• Point of contact for Building Management
• 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.

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

The hourly range for this position is $24.18 - $32.89 ($50,290 - $68,418).

The actual offered salary for this position will vary depending on multiple factors including the candidate’s qualification, education, position knowledge, work experience, skills, ability, work location, and internal incumbent compensation for similar roles. We do not anticipate individuals hired into this position will start at or near the top half of the range listed; the decision will be based on each individual case. The salary range listed above does not include other compensation elements such as discretionary bonus opportunities, employee stock ownership grants, paid time off, medical insurance, and other wage and benefit opportunities.