Hazen and Sawyer

Administrator

Hazen and Sawyer

full-time

Posted on:

Location Type: Hybrid

Location: Irvine • California • United States

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Salary

💰 $70,000 - $80,000 per year

Job Level

SeniorLead

About the role

  • Support Regional Management Team.
  • Coordinate schedules to set meetings with others.
  • Assist with expense reports.
  • Coordinate with vendors, schedules, purchasing, and budgets.
  • 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 support all office activities and seasonal events, which may include after-hours or weekend responsibilities.
  • 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.
  • Provide support for office facilities, including coordination of expansions, build-outs, relocations, and other operational needs as required.
  • Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
  • 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.
  • Coordinate Irvine and Los Angeles 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.

Requirements

  • A minimum of seven years of direct hands-on experience as an administrative assistant or similar role.
  • Prior experience in a professional services firm preferred.
  • Experience in the engineering industry is a plus.
  • High School Diploma required.
  • Professional degree preferred.
  • California Notary Public preferred, or ability to obtain within one year.
  • Ability to multitask and prioritize work as needed.
  • Ability to travel between Irvine and Los Angeles weekly, and Riverside occasionally.
  • 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 & Tools
administrative supportdocument formattingquality assurancequality controlmultitaskingproject coordinationexpense reportingschedulingcontract managementinventory management
Soft Skills
communication skillsorganizational skillsdetail orientedproactiveflexibleresults-orientedability to prioritizeteam playerability to work independentlystrong work ethic
Certifications
High School DiplomaProfessional degreeCalifornia Notary Public