San Francisco
Job Description Hazen & Sawyer is seeking an Office Administrator 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., • 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., • 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., • 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