Administrator

Hazen & Sawyer is seeking an Office Administrator based in our Irvine CA 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 2000 employees in 70 offices throughout the United States Latin America Canada and the UK.

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 afterhours 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 buildouts relocations and other operational needs as required.
  • Coordinate posts for Hazens 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 the 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:

• 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

Note: This is an in-office position 5 days a week.