Project Support - Administrative Assistant - Huitt-Zollars, Inc.

Project Support

Job Summary: Huitt-Zollars has a great full-time opportunity for a Project Support at our Philadelphia, PA office. The candidate will work with teams and project managers with a wide range of project and administrative tasks. Candidate should have two years of professional office experience preferably in an architectural and/or engineering firm environment. The selected candidate will report to the Managing Principal in a rapidly expanding, multi-sector office.  This is an opportunity to get in on the ground floor to help shape a highly functioning, inclusive, value-driven team environment.

Location: 1900 Market Street, Philadelphia, PA

Reports to: Vice-President

Employment Type: 40 FT Hours

Compensation Type: Salary

Registration(s): n/a

Education: Associate’s or Bachelor’s degree in business administration, marketing or related

Duties/Responsibilities:

• Coordinate and track all aspects of Philadelphia office business development including preparing proposals for A/E RFPs.  This includes coordinating with subconsultants and internal team, organizing all details of RFP and leading and tracking all necessary forms, requirements and format limitations, using highly efficient time management to achieve ultimate due date.
• Track contract requirements, subconsultant financials and work order development processes, agreement capacity balance, and invoice payments.
• Support project managers with monthly progress reports, invoice processes, project filing, research and writing, data input and analytics, document editing/finishing, stakeholder correspondence, arranging travel, interviews and meetings.
• Build relationships with co-workers & team members in order to provide a high level of customer service and continually improve team member satisfaction.
• Complete ongoing support assignments on needed cadence without queuing and handle agility of additional, quick-paced new assignments.
• Organize meetings, send invites, track responses, set up in-person or virtual equipment, and make travel arrangement, draft and/or finalize meeting notes and distribute.
• Lead office administration greeting visitors, reserving conference rooms, arranging business lunches or outreach events, and purchase office supplies.

Qualifications:

• Minimum 2 years of experience
• Engineering and/or Architecture administrative support experience highly preferred
• Ability to appropriately communicate for and with clients and executives and appropriately handle confidential and sensitive information.
• Strong organization, time management, and prioritization skills.
• Presents a strong professional and business acumen.
• Proficient in Microsoft Office Suite: Word, Outlook, Excel PPT, and Adobe
• 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
• Ability to handle and prioritize multiple tasks and adhere to deadlines
• Agility and problem-solving skills

Competencies:

• Acquires, understands, and applies technical and professional knowledge and skills to perform job effectively, efficiently, and safely.  Understands and adheres to Huitt-Zollars policies and procedures. Stays abreast of trends and pending changes within assigned area of responsibility.
• Establishes, enforces, and drives policies that promotes Company vision and culture to achieve company objectives. 
• Strong business acumen. Offers excellent communication and presentation skills in an organized, professional manner.
• Ability to nurture and maintain key relationships internally and externally through communication and diplomacy. 
• Contributes to a positive and productive team-oriented environment. Offers open communication/feedback within the team. Minimizes conflict and builds collaboration to maintain productive team. 

Benefits & Perks:

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-Paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

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

Job ID No: PEN005

Huitt-Zollars, Inc. 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.