Administrative Assistant - Project Support

Huitt-Zollars' Dallas, Texas corporate office has an immediate Administrative Assistant - Project Support opportunity. This full-time project support role will support the Dallas office including its teams and project managers with a wide range of project and administrative tasks. This position requires a person with good interpersonal skills and the ability to interact with all levels of staff.

Candidates should have two years of professional office experience preferably in an architectural and/or engineering firm environment. This position is a full-time position to be located in the Dallas, TX office Monday-Friday during business hours, therefore this position does not allow for remote work.

HZ is a leading full-service design firm providing innovative planning, engineering, architectural design, construction and program management, and design-build project delivery to our clients in the public and private sector. We provide quality solutions for our clients and employment opportunities to qualified talent.

Reports to: Dallas Managing Principal

Responsibilities:

• Provide documentation support, draft contracts and assist in bid document process
• Project research and assistance with notes, project scheduling, email communication
• Utilize Deltek Vision for updating project entries and contract modifications while working closely with accounting to ensure projects have everything necessary for set up
• Enter new projects, opportunity reports and expense reports in accounting Deltek Vision application
• Coordinate with insurance carriers and/or sub-consultants to obtain insurance certificates based on specific project contract requirements
• Support project managers with arranging travel, interviews and meetings, binding books, following up on collections, drafting correspondence and technical documents
• Build relationships with co-workers & team members in order to provide a high level of customer service and continually improve team member satisfaction
• All general admin duties including but not limited to archive file management, answering phones, mail distribution, meeting room, event and workspace set up/take-down, etc
• Maintains strong moral principles and high level of sensitivity with confidential information
• Document management; project file set up, maintenance and archiving
• Organize meetings and make travel arrangements as needed, meeting notes and transmittals
• Occasional receptionist duties including answer and route office phone calls, and/or greeting visitors
• Purchase and manage office supplies, specialty supplies and kitchen supplies

Requirements:

• Minimum 2 years of experience
• Engineering and/or Architecture administrative support experience highly preferred
• Must have a 'can-do' attitude and willingness to take on a variety of tasks
• Strong organization, time management, and prioritization skills
• Presents a strong professional and business acumen
• Proficient in Microsoft Office Suite: Word, Outlook, Excel & Access
• Knowledge of Deltek Vision or a CRM system is a plus
• Ability to give meticulous attention to detail and quality
• Ability to work independently with minimum supervision and with a team
• Consistent communication skills and ability to get tasks completed in a timely, efficient manner
• Flexibility and problem solving skills

We offer a competitive benefit and compensation package, including medical, dental, vision, life, and long/short-term disability plans and two retirement plans: 401(k) and an ESOP.

Please apply online at: https://external-huitt-zollars.icims.com

Job ID No: D343

Huitt-Zollars is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, sexual orientation, gender identity, religion, national origin or any other legally protected status. Consistent with the Americans with Disabilities Act, the company will make reasonable accommodations to assist in the application process upon the request of an applicant. No question on this application is intended to secure information to be used for discriminatory purposes.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a) and 60-300.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability, and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities.