Administrative Assistant

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.

Responsibilities:

- Reception and Office Support

- - 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.

- Scheduling and Event Coordination

- - 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.

- Team and Operational Support

- - 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.

Qualifications:

- A minimum of three years of direct hands-on experience as an administrative assistant.

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

- High School Diploma required. Professional degree preferred.

- 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

What We Offer:

- 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