4 Project Support - Administrative Assistant Jobs in Ontario, CA

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Project Support - Administrative Assistant

Hoskin Ryan

Ontario, CA | Full Time

$80k-102k (estimate)

11 Months Ago

Administrative Assitant

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Ontario, CA | Full Time

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Ontario, CA | Full Time

$69k-89k (estimate)

3 Days Ago

Project Support - Administrative Assistant

Hoskin Ryan Ontario, CA

$80k-102k (estimate)

Full Time 11 Months Ago

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Hoskin Ryan is Hiring a Project Support - Administrative Assistant Near Ontario, CA

Overview

Huitt-Zollars' Ontario, California office has an immediate Project Support - Administrative Assistant opportunity. This full-time project support administrative role will support the Ontario 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 Ontario, CA 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: Ontario Managing Principal

Responsibilities:

Provide documentation support, draft contracts and assist in bid document process
Create basic exhibits through Blue Beam using Google earth or other background
Take field pictures of projects, before entitlement and after construction
Print/Plot plans and reports in-house
Help with high level QC (like missing sheets, overlapping text, missing notes, incorrect page numbers, missing details, etc)
Assist with WQMP and SWPPP along with coaching clients through SMARTS
Help organize Ontario and Social events (like lunch and learns, food orgering, annual Award Banquet, college campus recruiting events, etc)
Help set-up desks for new employees, like cleaning and making sure they have supplies to start, name tags, and/or welcome package
Project research and assistance with notes, project scheduling, email communication
Utilize Deltek Vantagepoint 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 Vantagepoint 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 Vantagepoint 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 employer-paid long/short-term disability plans and two retirement plans: 401(k) and an ESOP.

Annual Base Salary Range: $68,000-$78,000 depending on experience and qualifications of the selected candidate(s). The expected salary range for this position is displayed in accordance with the California Equal Pay for Equal Work Act. The final agreed upon compensation is based on the success candidate's individual education, qualifications, experience, and work location. The total annual compensation package will consist of a base salary and consideration to participate in our discretionary annual bonus incentive program.

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

Job ID No: ONT031

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.