Senior Project Admin Assistant

HMC Architects • Full-time • Ontario, CA, US • 6d ago

Who We Are

HMC Architects is an employee-owned design firm with an inherent desire to make a difference in our communities. As a purpose-driven brand 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.

Job Summary

We're looking for a Senior Project Admin Assistant to provide administrative support to construction administrators, project managers and principals throughout the course of a project. This position interacts with employees, consultants, clients, contractors, and office guests. Encourages teamwork by creating a climate where others are respected and valued. This position performs document control during all phases of a project.

This position is located in HMC’s Ontario, California office. The position requires 3 days in the office and the ability to work from home Mondays and Fridays.

Key Responsibilities

Serve as a primary point of contact for architects, clients, consultants, contractors, and project teams.
Manage project-related data entry across multiple platforms with a high level of accuracy.
Support project meetings, including scheduling, follow-up, and preparing/distributing meeting minutes.
Assist with document control, including RFIs, submittals, change documents, agency submissions, and project closeout materials.
Organize work assignments, prioritize tasks, and help ensure deadlines are met.
Provide guidance, mentoring, and training to project administrative assistants.
Support larger or more complex projects and take on increasing studio/office responsibilities.
Ensure compliance with office, studio, and quality standards.

Requirements

High school diploma required; two years of related college coursework preferred—or equivalent experience.
Minimum 5 years of administrative experience supporting multiple projects and teams.
Proficiency in Bluebeam, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and construction management software.
Strong organizational skills with the ability to manage priorities and meet deadlines.
Excellent communication skills—clear writing, accurate editing, and effective verbal communication.
Ability to build cooperative, professional relationships at all levels.
Strong work ethic, reliability, and commitment to producing high-quality work.
Demonstrated industry knowledge; familiarity with governing agencies and DSA/HCAI required.
Ability to provide oversight related to quality, procedures, and administrative standards.
Role model for administrative staff, demonstrating accuracy, thoroughness, and continuous improvement.
Hybrid schedule: Work onsite Tuesday–Thursday in one of HMC’s six offices; remote Monday and Friday (occasionally onsite as needed).

This position is non-exempt. The salary range for this position is $44,619 - $60,764 ($21.45- $29.21).

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.

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