Administrative Assistant

Hazen and Sawyer • San Francisco, CA

1d

About The Position

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. We currently have over 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.

Requirements

• A minimum of three years of direct hands-on experience as an administrative assistant.
• 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.
• Experience working across multiple time-zones
• High School Diploma required.
• Professional degree preferred.

Nice To Haves

• Prior experience in a professional services firm preferred. Experience in the engineering industry a plus.

Responsibilities

• 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.
• 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.
• 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
• Offer additional administrative support as needed to adapt to the evolving needs of the team.

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
• Starting pay range for this position depends on skills, experience, education and geographical location

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees