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About the Role

HDR is seeking administrative support for architects during the construction administration phase. This role involves working in a fast-paced, diverse, and exciting team environment on a project co-location setting to build an amazing building.

Responsibilities

Work under the direction of on-site Project Architects
Manage document management and distribution, including gathering required signatures
Handle Authority Having Jurisdiction (AHJ) management and communications, including uploading and downloading change documents, and meeting preparation and scheduling
Track updates from the team on ongoing tasks using a Task Manager
Run prep meetings and draft agendas in advance of weekly site visits by the AHJ
Document HDR and HDH-project processes (QC checklist, etc.) and onboard new team members
Manage HDR on-site safety equipment and procedures
Oversee ARC printing orders
Document filing of project decisions in A3 format
Create and manage email distribution lists
Take responsibility for a wide variety of specialized project-related administrative and accounting functions
Effectively manage complex project- and executive-level paper and electronic files, documents, and records independently
Compose and develop correspondence and reports
Manage project insurance matters
Apply company quality assurance guidelines and procedures, and independently monitor for quality assurance
Manage project documents and files
Answer questions regarding company policies, procedures, and guidelines
Organize and coordinate meetings, and assist with presentations
Work with complex contracts and sub-agreements
Track and monitor project budgets, workloads, and schedules
Actively participate in project reviews
Exhibit professionalism with clients
Work closely with multiple Project Managers and project teams
Exercise good judgment and discretion, and independently resolve problems and issues relating to administrative project functions
Handle client invoicing, manage collections, complete project budgets, and ensure compliance with project contractual obligations as needed
Oversee activities of other administrative project support staff as needed
Perform other duties as needed

Requirements

Bachelor's degree
A minimum of 5 years related experience
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
An attitude and commitment to being an active participant of our employee-owned culture is a must
Top-notch communication and self-organization skills required
OSHPD 1 experience a plus
Proficiency with MS Suite including Teams, Outlook, Word and Excel
Proficiency with Smartsheets, Mural, Miro, and Revit
Ability to travel and work at both the client site and San Francisco Architecture office

Skills

Communication skills
Self-organization skills
MS Suite proficiency
Microsoft Teams proficiency
Microsoft Outlook proficiency
Microsoft Word proficiency
Microsoft Excel proficiency
Smartsheets proficiency
Mural proficiency
Miro proficiency
Revit proficiency

Location

San Francisco Architecture office

Work Type

Project co-location setting

Experience Level

A minimum of 5 years related experience

Education Level

Bachelor's degree

About the Company

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day.
We foster a culture of inclusion throughout our company and within our communities.
We believe architecture is more than designing buildings, it’s about providing solutions to societal challenges and creating stronger, more vibrant communities.
As part of our Architecture practice at HDR, you’ll contribute to the design and delivery of spaces and experiences that advance community well-being around the world.
From healing environments and learning spaces to research labs and civic landmarks and infrastructure, your work will directly influence how individuals experience the world around them.
We bring together architects, planners, designers, and technical experts to solve complex design challenges with creativity, curiosity, and collaboration.
From championing design excellence with an emphasis on resilience and sustainability to pioneering innovative building technologies, your contributions will leave a lasting impact on the built environment.
This isn’t just a job, it’s a chance to drive meaningful change and help define the future of our communities.
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day.
This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Equal Opportunity

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.
Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute.
Each group has an executive sponsor and is open to all employees.