Administrator

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.

Key Responsibilities:

Note: This is an in-office position 5 days a week. 4 days in Irvine, 1 day in Los Angeles or Riverside.

- 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.

Qualifications and Educational Requirements:

- A minimum of seven years of direct hands-on experience as an administrative assistant or similar role.

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

- High School Diploma required. Professional degree preferred.

- California Notary Public preferred, or ability to obtain within one year.

- 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.

- Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable but not required.

- 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