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:
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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 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.
Responsibilities:
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Executive Support
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Support Regional Management Team.
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Coordinate schedules to set meetings with others.
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Assist with expense reports.
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Coordinate with vendors, schedules, purchasing, and budgets.
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Operations Support
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Assist with scheduling candidate interviews.
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Assist HR with onboarding.
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Prepare for new hires with IT request/setup, phone number setup, desk space preparation, and ordering business cards and nameplates.
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Plan, coordinate, and support all office activities and seasonal events, which may include after‑hours or weekend responsibilities.
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Coordinate venues, vendors, budget, invite list, research activities.
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Arrange catering for meetings and events.
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Support client contact list maintenance.
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Coordinate travel arrangements for local staff or staff visiting local offices.
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Responsible for general office upkeep, cleaning, organization, mail, etc.
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Responsible for equipment and supplies inventory, organization. and management.
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Primary contact for building management, maintenance, safety, and security.
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Provide support for office facilities, including coordination of expansions, build‑outs, relocations, and other operational needs as required.
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Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
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Document Control
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Contract management (File and maintain project contracts).
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Document formatting.
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Quality Assurance/Quality Control (QA /QC) technical editing of documents.
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Assist in printing and binding documents.
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Reporting / Invoicing
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Coordinate Irvine and Los Angeles office projections with regional tracking (workload, staffing, revenue, marketing, etc.)
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Coordinate with Operations Manager and Project Managers to get invoices and progress reports approved and submitted to accounting.
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Directed administrative support to the Project Managers and the Project Directors.
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Business Development Support Marketing and Business Planning
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Perform general market research, coordinate business development meetings, perform opportunity tracking, and support other business development efforts.
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Assist with proposal development including scheduling, editing, and interview preparation.
Qualifications:
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A minimum of seven years of direct hands-on experience as an administrative assistant or similar role.
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Prior experience in a professional services firm preferred. Experience in the engineering industry is a plus.
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High School Diploma required. Professional degree preferred.
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California Notary Public preferred, or ability to obtain within one year.
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Ability to multitask and prioritize work as needed.
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Ability to travel between Irvine and Los Angeles weekly, and Riverside occasionally.
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Excellent written and verbal communication skills, with ability to interact with variety of staff, clients, and vendors.
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Strong multi-tasking skills – manage priorities, coordinate multiple/concurrent projects.
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Demonstrates strong work ethic; develops efficient work methods and is detail oriented.
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Proficiency in Microsoft Office Suite – Word, Excel, Outlook, PowerPoint.
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Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable but not required.
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Ability to learn new tools quickly.
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A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
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Ability to work independently and under the pressure of deadlines.
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Experience working across multiple time-zones
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
Note: This is an in-office position 5 days a week.
