Receptionist/Administrative Assistant

HDR•Irvine, CA

About The Position

HDR is seeking a Receptionist/Administrative Assistant to support staff and maintain day-to-day office operations. The role handles reception and communications, mail and deliveries, supplies, meeting and conference-room logistics, facility requests, purchasing records, equipment logs, and general administrative assignments. It also supports office facilities and safety needs, including preparing workspaces for new hires, maintaining shared areas, and checking safety supplies. The position may involve research, errands using a personal vehicle, and coordinating vehicle servicing and maintenance.

Requirements

High school diploma or equivalent.
Excellent verbal and written communication, including grammar, punctuation, proofreading, spelling, and telephone skills.
Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
Self-motivated, well-organized, and detail-oriented.
Ability to handle confidential information.
Proficiency with Microsoft Office, including Word and Outlook.
Commitment to actively participating in HDR's employee-owned culture.

Nice To Haves

Associate degree or at least one year of experience as an administrative assistant, receptionist, or clerical support worker.
Previous office environment experience.

Responsibilities

Answer and direct telephone calls, deliver messages, greet employees and visitors, and distribute incoming faxes and mail.
Order and stock supplies for the kitchen, production room, mail room, and other areas; verify orders upon delivery.
Schedule meetings and luncheons in Outlook, rearrange meetings with permission, verify food requests with organizers, and arrange food and refreshments.
Clean and prepare conference rooms after meetings, including arranging furniture and restoring rooms to their original layouts.
Open, date-stamp, sort, and distribute mail, UPS items, faxes, and other deliveries daily.
Prepare outgoing UPS and regular mail daily.
Review the administrative calendar daily and complete assigned tasks.
Submit facility maintenance work orders and follow up on them.
Maintain Visa purchase records with digital backup.
Maintain a log of safety and other equipment checked in and out.
Set up new-hire desks with supplies and clean desks of terminated employees.
Clean and restock coffee machines daily; load and unload the dishwasher daily; organize kitchen and common areas daily.
Check and stock First Aid Kits monthly and order supplies as needed.
Audit PPE supplies bi-weekly.
Research supplies, food, venues, and reference material as needed.
Pick up food, office supplies, sodas, and miscellaneous items for meetings and office snacks as needed.
Perform photocopying, scanning, and printing assignments.
Run errands using a personal vehicle.
Assist with vehicle servicing and maintenance coordination.
Perform other administrative tasks and projects as assigned by the supervisor.