Administrator

Hazen and Sawyer • Irvine, CA

43d • Onsite

About The Position

Hazen & Sawyer is seeking an Office Administrator based in our Irvine, CA office with travel and support to our Los Angeles, CA office 1 day a week and occasional travel to our Inland Empire office. 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 seven years of direct hands-on experience as an administrative assistant or similar role.
• High School Diploma required.
• 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.
• 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

Nice To Haves

• Prior experience in a professional services firm preferred. Experience in the engineering industry is a plus.
• Professional degree preferred.
• California Notary Public preferred, or ability to obtain within one year.
• Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable but not required.

Responsibilities

• Executive Support
• Support Regional Management Team.
• Coordinate schedules to set meetings with others.
• Assist with expense reports.
• Coordinate with vendors, schedules, purchasing, and budgets.
• 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 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.
• 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 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.
• Directed administrative support to the Project Managers and 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.

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: Mid Level
• Education Level: High school or GED