Administrator
Hazen and Sawyer
full-time
Posted on:
Location Type: Office
Location: San Francisco • California • United States
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Salary
💰 $75,000 - $90,000 per year
About the role
- Executive Support
- Support Regional Management Team
- Coordinate schedules to set meetings with others
- Assist with expense reports
- Coordinate with vendors, schedules, purchasing, budget, office layout/colors
- Operations Support
- Assist with scheduling candidate interviews
- Assist HR with onboarding
- Prepare for new hires with IT request/setup, phone number setup, desk space preparation, and ordering business cards and nameplates
- Plan, coordinate, and/or support all office activities and seasonal events
- Coordinate venues, vendors, budget, invite list, research activities
- Arrange catering for meetings and events
- Support client contact list maintenance
- Coordinate travel arrangements for local staff or staff visiting local offices
- Responsible for general office upkeep, cleaning, organization, mail, etc.
- Responsible for equipment and supplies inventory, organization, and management
- Primary contact for building management, maintenance, safety, and security
- Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
- Document Control
- Contract management (File and maintain project contracts)
- Document formatting
- Quality Assurance/Quality Control (QA/QC) technical editing of documents
- Assist in printing and binding documents
- Reporting / Invoicing
- Coordinate San Francisco, Concord, and Sacramento office projections with regional tracking (workload, staffing, revenue, marketing, etc.)
- Coordinate with Operations Manager and Project Managers to get invoices and progress reports approved and submitted to accounting
- Directed administrative support to the Project Managers and the Project Directors
- Business Development Support
- Marketing and Business Planning
- Perform general market research, coordinate business development meetings, perform opportunity tracking, and support other business development efforts
- Assist with proposal development including scheduling, editing, and interview preparation
Requirements
- A minimum of seven years of direct hands-on experience as an administrative assistant
- Prior experience in a professional services firm preferred
- Experience in the engineering industry is a plus
- High School Diploma required
- Professional degree preferred
- Ability to multitask and prioritize work as needed
- Ability to travel between San Francisco and Concord weekly, with occasional travel to Sacramento
- Excellent written and verbal communication skills, with ability to interact with variety of staff, clients, and vendors
- Strong multi-tasking skills – manage priorities, coordinate multiple/concurrent projects
- Demonstrates strong work ethic; develops efficient work methods and is detail oriented
- Proficiency in Microsoft Office Suite – Word, Excel, Outlook, PowerPoint
- Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable but not required
- Ability to learn new tools quickly
- A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment
- Ability to work independently and under the pressure of deadlines
- Experience working across multiple time-zones
Benefits
- Comprehensive health benefits (medical, dental, vision, and prescription plans)
- Pre-tax flexible spending plans for medical, dependent care, and transportation
- Short and long-term disability, and employer paid life insurance
- Paid holidays, floating holidays, and paid time off (PTO)
- Employer-contributed 401(k) plan and additional financial planning support
- Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative supportdocument controlcontract managementquality assurancequality controlmarket researchproposal developmentschedulingeditinginvoicing
Soft skills
multitaskingprioritizationcommunicationteam playerproactiveflexibleresults-orientedindependent workdetail-orientedstrong work ethic
Certifications
High School DiplomaProfessional degree