Project Administrator

Administrative Support Role

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

This role provides administrative support to the project manager, project architect, and project team.

Responsibilities:

• Under direction of the project manager, assist with tracking progress.
• Collaborates with various staff and departments in administrating day to day projects and reporting requirements.
• Manages project filing system both electronic and paper.
• Serves as a contact for transfer of files, documents, drawings with external consultants and clients; manages distribution of these to the team.
• Under direction from the project manager, schedules and coordinates all project meetings.
• Assists project accountant in putting together invoicing and/or joint venture fee splits where applicable.
• Will assist with tracking the process for obtaining fully executed consultant agreements. May require processing comments from the project manager and consultants and obtaining comments from corporate legal department before final sign-off.
• On public projects, will track required MBE, WBE, and DBE consultant involvement on the project; provides timely reports to public agencies as required. May also need to establish files and procedures for annual audits by the public agency (or agencies) involved.
• May attend client meetings to take meeting minutes and prepare for distribution.
• Drafts letters to clients. Performs word processing and data entry, as required.
• May perform office manager duties when project is located at a job site:
• May supervise support staff members
• Ensures office supplies are stocked, and equipment is maintained in good working order
• Oversees facility maintenance needs, parking and office key assignments, interface with vendors, landlord contact, etc.
• May perform receptionist duties when project is located at a job site.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.

Education & Experience:

• Equivalent of a bachelor's degree in related field and five years related experience.
• For those who also provide BIM support; 3 years' experience in computer-aided design.

Other:

• Some travel may be required.
• Some overtime may be required.
• The job duties and requirements that this document describes may be altered or supplemented at any time at the sole discretion of HOK.

Many of our roles require the use of specific software. Please refer to the Required and Preferred Software & Skills for details.

HOK invests in its people and communities, supporting both personal and professional growth through every stage of life. At HOK you'll have a hybrid work environment, 10 paid holidays (including 2 floating holidays) and a minimum of 4 weeks of paid time off with a cash out option. HOK offers comprehensive medical, dental, and vision coverage, free mental wellness resources, life and AD&D coverage and short and long-term disability benefits. HOK supports your growing family by offering 4 weeks of paid parental leave and fertility coverage. HOK helps to fund your future financial needs with matching contributions to our 401(K) plan which includes a well-rounded investment menu as well as free guidance on retirement planning.

Wherever you are in your career, HOK provides opportunities to learn, develop and utilize your skills. Continued learning is promoted through financial support and study prep for licensure exams, CEU credit opportunities, mentorship programs, and paid professional memberships. To learn more about designing your career with HOK, explore our current job openings.

HOK is an EOE, including disability/vets.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Compensation is based on experience, qualifications, education and location. The reasonably expected salary range for this position is $75,000 to $90,000. Other compensation may include a discretionary bonus.