Administrative Assistant

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. Our employee-ownership model shapes everything we do, including how we support and care for our people. Our diverse service lines—Water, Architecture, Building Engineering Services, Field Services, Power, Waste, Industrial, and Transportation—reflect our commitment to shaping resilient, sustainable, and forward-thinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth.

About the role

In the role of Administrative Assistant, we'll count on you to support office operations and leadership while fostering a collaborative and efficient workplace.

Responsibilities

• Provide receptionist duties including greeting visitors and employees, processing all incoming and outgoing mail/UPS/certified mail, ensuring the break room is clean and stocked throughout the day, and maintaining building parking permits and visitor parking validation.
• Assist office leadership with office administration, administrative support, and preparation of operating plans and other special reports.
• Take responsibility for office administrative operations, including coordinating with office building management for issues and vendors, maintaining and purchasing office supplies, assisting with office space planning and moves, and obtaining business licenses and professional occupational licenses.
• Assist the Quality Coordinator with scheduling quality reviews and associated documentation.
• Type, revise, and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy, or previous versions.
• Maintain a record of assigned workstations in the office and coordinate with internal I.T. and leadership team when staff relocate to new workstations.
• Assist with purchase-card transactions and track receipts to give to accounting with backup documentation.
• Assist with office-wide communications including sending out communication on behalf of office leadership.
• Assist HR with onboarding new hires and collecting new hire paperwork.
• Prepare social media posts promoting office activities.
• Lead the planning and coordination of internal staff events such as committee and all-staff meetings. Support employee engagement committees.
• Coordinate meetings held in the Jacksonville office including assisting with onsite meals, dinner reservations, and other large meeting needs.
• Keep the area organizational chart up to date and maintain the areawide email distribution lists.
• Coordinate building access for visitors.
• Other duties as needed.

Qualifications

Required

• High School diploma or equivalent.
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling, and telephone skills.
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment.
• Self-motivated, well-organized, and detail-oriented.
• Ability to handle confidential information.
• Proficiency with MS Office including Word and Outlook.
• An attitude and commitment to being an active participant of our employee-owned culture.

Preferred

• Proficiency with Microsoft Word, PowerPoint, and Excel.
• Proficiency in social media platforms, for example LinkedIn.
• Associate’s degree.
• Local candidates preferred.

Benefits

As employee-owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected, and empowered to bring our authentic selves to work every day. Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

Schedule

Full-time.

Primary location: United States-Florida-Jacksonville.