Project Facililtator

Project Facilitator

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. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves:
What is our impact on the world? Each and every role throughout our organization makes a difference in our ability to change the world for the better. 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.

This isn't just a job, it's a chance to drive meaningful change and help define the future of our communities.

HDR is looking for administrative support for architects during construction administration phase. Join our fast-paced, diverse, exciting team as we build an amazing building together in a project co-location setting.

In the role of Project Facilitator, we'll count on you to:

• Work under the direction of on-site Project Architects
• Document Management and distribution, including gathering required signatures
• AHJ (Authority Having Jurisdiction) Management and communications including upload and downloading of change documents, meeting preparation and scheduling
• Track updates from team on ongoing tasks (Task Manager)
• Run prep meetings and drafts agenda 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 (A3 format)
• Create and Manage email distribution lists
• Take responsibility for a wide variety of specialized project-related administrative and accounting functions
• Work independently to effectively manage complex project- and executive-level paper and electronic files, documents and records
• 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 judgement 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

Preferred Qualifications

• 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

Required Qualifications

• 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

What We Believe 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. Our Commitment 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.