Hazen & Sawyer is seeking an Administrator based in our San Francisco, CA office with support for the 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 thrives in a team environment.
Why Hazen and Sawyer:
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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."
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Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management.
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We foster a work environment low on bureaucracy and high in creativity.
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We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed.
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We currently have over 2,300 employees in 90+ offices throughout the United States, Latin America, Canada, and the UK.
Work Schedule: This is a full-time (Monday - Friday) and in office position.
Responsibilities:
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Executive and Administrative Support
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Provide administrative support to the Regional Management Team.
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Coordinate schedules, meetings, and appointments.
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Assist with expense reports and related administrative tasks.
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Develop polished materials for meetings, proposals, presentations, and leadership events.
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Maintain organized electronic and physical filing systems.
Team and Operational Support-
Format, edit, and finalize reports, proposals, presentations, and technical documents using Microsoft Office Suite.
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Perform PDF editing, merging, bookmarking, and document management tasks to support high-quality deliverables.
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Assist field staff with construction administration support, including meeting preparation, agendas, minutes, and online systems.
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Provide onboarding and offboarding HR support, including workspace setup for new employees.
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Support Project Managers with preparation, submittal, and tracking of monthly client invoices.
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Provide administrative support to project managers and engineering teams.
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Track project schedules, deadlines, and deliverables.
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Learn and utilize internal systems and software, including Procore, e-Builder, Oracle Unifier, SharePoint, and Deltek Vantagepoint.
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Provide additional administrative and operational support as needed.
Office Support-
Welcome guests and clients and manage incoming calls to the main office line.
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Handle incoming and outgoing mail, shipping, and delivery tracking.
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Maintain office supply and kitchen inventory, coordinate ordering and invoicing, and manage vendor relationships.
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Maintain a professional, organized, and well-functioning office environment and common areas.
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Coordinate with building maintenance, janitorial, and security services as needed.
Scheduling and Event Coordination-
Plan and coordinate office activities, meetings, and events, including catering and logistics support.
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Support in-person meetings by reserving rooms, preparing agendas and materials, coordinating food orders, and setting up/breaking down meeting spaces.
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Manage office calendars and meeting invitations.
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Some events may require occasional after-hours or weekend support.
Qualifications-
Seven to ten years of direct experience in an administrative, project assistant, or similar professional support role.
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Experience in a professional services environment preferred; engineering industry experience is a plus.
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Associate or bachelor’s degree preferred but not required.
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Excellent written and verbal communication skills with the ability to interact professionally with staff, clients, and vendors.
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Strong organizational and multitasking abilities with the ability to manage multiple priorities and deadlines.
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Strong attention to detail, initiative, and problem-solving skills.
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Ability to work independently and collaboratively in a fast-paced environment.
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Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
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Experience with Adobe Acrobat, Bluebeam, Procore, SharePoint, and Deltek Vantagepoint is preferred but not required.
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Ability to quickly learn new systems and software.
What We Offer:
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Comprehensive health benefits (medical, dental, vision, and prescription plans)
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Pre-tax flexible spending plans for medical, dependent care, and transportation
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Short and long-term disability, and employer paid life insurance
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Paid holidays, floating holidays, and paid time off (PTO)
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Employer-contributed 401(k) plan and additional financial planning support
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Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships
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Starting pay range for this position depends on skills, experience, education and geographical location
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