Overview::
Join HGA’s Los Angeles administrative team - where you’ll support brilliant people working on truly exciting projects!
We’re seeking an Administrative Coordinator to partner and support project teams in our public|corporate, healthcare, arts community & education, and interior design practice groups. This role is perfect for someone who is passionate about delivering exceptional service to both internal and external clients. The ideal candidate is highly organized, excels at time management, and demonstrates outstanding attention to detail, follow-through, and workload prioritization. You’ll thrive if you enjoy anticipating the needs of others while maintaining a positive, can-do attitude.
Qualified candidates will have demonstrated a passion for fast-paced multi-tasking while delivering a very high level of customer service to guests and staff. The hours for this position are 8:00 a.m. to 5:00 p.m. Monday – Friday, with a one-hour lunch break. HGA is a fun and employee-friendly place to work where social activities are integrated into our work culture; challenge, personal recognition and visibility are alive and well!

In this role you will::

• answers incoming calls in a professional manner, determines purpose of call, and forwards calls to appropriate personnel or department;
• answers questions about firm and provides callers with address, directions, and other information;
• greets guests in a professional, friendly, hospitable manner, determines nature of business and announces visitors to appropriate personnel;
• ensures visitor area is always warm and welcoming;
• manages multiple calendars;
• creates memos, correspondence, reports and other documents, when necessary, as required;
• performs other clerical duties as needed, such as filing, photocopying, data entry, proofreading and routing documents;
• receives all incoming deliveries and mail, signing for them as needed;
• manages mailroom office supplies, incoming mail and package distribution;
• manages outgoing mail via FedEx, UPS, USPS and other couriers;
• creates expense reports on behalf of multiple individuals throughout office;
• partner with and provide support to the various practice groups including supporting calendar management, correspondence, annual staff reviews, etc.;
• perform a variety of administrative duties in support of a department, project team, or group leaders:
• support use of our internal company travel platform
• coordinate travel arrangements;
• prepare presentations and reports;
• prepare correspondence, agendas, meeting minutes, etc.;
• assists with budgets and expense tracking; prepares and processes expense reports; and
• schedule meetings, conference calls and appointments, communicating directly with both internal and external clients, as needed.
• recognize the importance of confidentiality when working with a variety of documents and conducts self in a professional manner; and
• other duties or responsibilities as assigned.

You will need to have::

• Associates degree (A. A.) or equivalent from two-year college or technical school preferred; or six months to one-year related experience and/or training; or equivalent combination of education and experience
• Minimum of three (3) years administrative experience, preferably in an Architecture or Engineering environment
• Must have proficiency in Microsoft Office products including Word, Excel, PowerPoint and Outlook; Adobe and InDesign preferred
• Familiarity with catering platforms, such as Foodja
• Must possess basic English reading and writing skills and be able to communicate effectively
• Strong calendar management / scheduling skills
• Excellent communications skills, both written and verbal
• Demonstrated ability to build relationships across an organization
• Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations

Salary Information::
The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Pay range: $30.33 - $34.66/hr
Additional Information::
HGA is a place where you can do your best work. We believe that enduring, impactful design results from deep insight into the people and passions that animate each unique environment. We value empathy, are fueled by curiosity, and embrace the hard work that leads to innovation. Equally important is our commitment to creating a culture of inclusivity and diversity where we encourage your originality, respect the need for flexibility and work-life balance, and empower your desired career growth. HGA is a national award-winning interdisciplinary design firm rooted in architecture and engineering. Learn more about us here.

• answers incoming calls in a professional manner, determines purpose of call, and forwards calls to appropriate personnel or department;
• answers questions about firm and provides callers with address, directions, and other information;
• greets guests in a professional, friendly, hospitable manner, determines nature of business and announces visitors to appropriate personnel;
• ensures visitor area is always warm and welcoming;
• manages multiple calendars;
• creates memos, correspondence, reports and other documents, when necessary, as required;
• performs other clerical duties as needed, such as filing, photocopying, data entry, proofreading and routing documents;
• receives all incoming deliveries and mail, signing for them as needed;
• manages mailroom office supplies, incoming mail and package distribution;
• manages outgoing mail via FedEx, UPS, USPS and other couriers;
• creates expense reports on behalf of multiple individuals throughout office;
• partner with and provide support to the various practice groups including supporting calendar management, correspondence, annual staff reviews, etc.;
• perform a variety of administrative duties in support of a department, project team, or group leaders:
• support use of our internal company travel platform
• coordinate travel arrangements;
• prepare presentations and reports;
• prepare correspondence, agendas, meeting minutes, etc.;
• assists with budgets and expense tracking; prepares and processes expense reports; and
• schedule meetings, conference calls and appointments, communicating directly with both internal and external clients, as needed.
• recognize the importance of confidentiality when working with a variety of documents and conducts self in a professional manner; and
• other duties or responsibilities as assigned