Office Administrator

Harley Ellis Devereaux•San Francisco, CA

6h•Hybrid

About The Position

As a steward of HED’s workplace experience, the Part-Time (20 hours/week) Office Administrator plays a vital role in supporting a vibrant, inclusive, and high-performing office environment. This position supports daily operations while helping reinforce HED’s culture, values, and commitment to excellence.

Requirements

Associates or bachelor’s degree preferred; or equivalent experience or certifications (e.g., PHR, CDFA)
Minimum 3 years of progressively responsible office administration experience required, experience in the AEC industry preferred
Proficiency in Microsoft Office Suite required
Ability to be in the office 1-3 days a week, including Thursdays
Strong organizational and time management skills with attention to detail
Excellent communication skills and ability to collaborate across diverse teams
Familiarity with AIA documents, Bluebeam, or construction administration preferred
Proactive mindset with the ability to manage multiple priorities in a fast-paced environment

Responsibilities

Serve as the primary point of contact for office operations and facilities needs
Coordinate mail, shipping, and deliveries (UPS, FedEx, courier services)
Manage meeting logistics including scheduling, room setup, and technology support
Support new hire onboarding by coordinating schedules, workstations, and orientation
Partner with IT to ensure workstations and shared equipment are functional and up to date
Track administrative expenditures and assist with reconciliations
Maintain organized materials library and office resources
Support construction administration tasks (RFIs, submittals, AIA documents)
Coordinate travel arrangements for employees and candidates as needed
Help lead employee engagement, wellness, and office culture initiatives
Support employee relations inquiries and coordinate with HR
Develop and share internal communications and updates
Assist with office moves, vendor coordination, and special projects