Project Administrative Assistant

HMC Architects

Project Administrative Assistant supporting office operations and project teams at HMC Architects in San Jose. Ensuring smooth functionality and efficient project coordination in a fast-paced environment.

Posted 5/21/2026full-timeSan Jose • California • 🇺🇸 United StatesJuniorMid-Level💰 $50,290 - $68,418 per yearWebsite

Tech Stack

Tools & technologies

Assembly

About the role

Key responsibilities & impact

Welcome and assist visitors, manage the callbox, and support a positive studio experience.
Coordinate meeting logistics, including food and beverage orders, room scheduling, and setup.
Maintain kitchen operations, office cleanliness, supplies, and equipment readiness.
Handle incoming/outgoing mail, packages, printing, and courier requests.
Support Studio calendars, weekly presentations, and various team gatherings.
Serve as a point of contact for architects, clients, consultants, contractors, and project teams.
Perform project data entry, document control, routing of RFIs/submittals, and assembly of specifications.
Prepare and distribute meeting minutes, follow up on action items, and participate in project meetings.
Organize work effectively, set priorities, and meet project and department deadlines.
Provide responsive, high-quality client service and assist with other tasks as assigned.

Requirements

What you’ll need

High School Diploma with two (2) years college related courses preferred, or equivalent experience.
Minimum two (2) years general and administrative office experience.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Detail-oriented, multi-tasking, energetic, adept at succeeding in fast-paced environment.
Organizational skills and ability to establish priorities, objectives, and deadlines.
Familiarity with the construction industry is desired, but not required.

Benefits

Comp & perks

company paid wellness courses
on-site gyms (at select locations)
access to financial advisors and discounts to wellness platforms, gyms and more.
LinkedIn learning access
business development training
supportive mentorship
company-paid ARE study materials, exam fees, and licensure completion bonuses.
Base+Bonus+Equity+401k, including student loan repayments
wellness programs
full medical, dental, vision, time off and holidays above industry standard.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

data entrydocument controlproject management

Soft Skills

detail-orientedmulti-taskingorganizational skillsability to establish prioritiesclient service

Certifications

High School Diploma