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