Administrative Assistant
hace 9 días
San Francisco
Job Description Hazen & Sawyer is seeking an Administrator Assistant based in our San Francisco, CA office with travel and support to our Concord and Sacramento offices. We are seeking a proactive and enthusiastic administrative professional with a positive attitude, who excels in communication, is detail-orientated, technologically proficient, teachable, and a team player. Why Hazen and Sawyer: • Founded in 1951 by the son of Allen Hazen (developer of the Hazen-Williams equation), we are an employee-owned company with a singular focus on "all things water.", • Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management., • We foster a work environment low on bureaucracy and high in creativity., • We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed., • Reception and Office Support, • Welcome guests and clients, manage incoming calls to the main office line, and handle incoming and outgoing mail, shipping, and delivery tracking., • Oversee office supply and kitchen supply inventory, negotiate vendor terms, and ensure timely ordering, invoicing, and delivery of supplies., • Maintain a professional and organized workspace throughout the office and common areas., • Coordinate with building maintenance, janitorial, and security services as needed., • Scheduling and Event Coordination, • Plan and execute office activities, events, and initiatives, including arranging catering and managing event logistics., • Manage office calendars, schedule appointments, and coordinate meeting invites., • Support in-person meetings and events by reserving rooms, preparing agendas and materials, coordinating food orders, and setting up/breaking down meeting spaces., • Team and Operational Support, • Support the creation, formatting, editing, and finalization of reports, proposals, presentations, and technical documents using Microsoft Office Suite (Word, Excel, PowerPoint)., • Assist with document digitization and perform PDF tasks such as merging, numbering, and editing to ensure high-quality deliverables., • Assist field staff with construction administration needs, including meeting preparation, agendas, minutes, and online systems (willingness to learn construction management softwares such as ProCore, e-Builder, and Oracle Unifier)., • Provide HR support by assisting with onboarding and offboarding, including setting up workspaces for new employees., • Maintain organized electronic and physical filing systems., • Support Project Managers in the preparation, submittal, and tracking of monthly client invoices, • A minimum of three years of direct hands-on experience as an administrative assistant., • Prior experience in a professional services firm preferred. Experience in the engineering industry a plus., • High School Diploma required. Professional degree preferred., • Ability to multitask and prioritize work as needed., • Ability to travel, usually a day trip, between the San Francisco, Concord, and Sacramento offices., • 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., • 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., • 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, • Starting pay range for this position depends on skills, experience, education and geographical location