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