Office and Project Administrator

About the role

Hazen & Sawyer is seeking an Administrator based in their San Francisco, CA office with support for the Concord and Sacramento offices. Founded in 1951, the company focuses on "all things water" and provides planning, design, and construction oversight for environmental infrastructure projects.

Responsibilities

• Provide administrative support to the Regional Management Team.
• Cook up schedules, meetings, and appointments.
• Aid with expense reports and other administrative tasks.
• Create polished materials for meetings, proposals, presentations, and leadership events.
• Maintain organized electronic and physical filing systems.
• Support the Regional Management Team with report formatting, editing, and finalizing.
• Edit and finalize reports, proposals, presentations, and technical documents using Microsoft Office Suite.
• Perform PDF editing, merging, bookmarking, and document management tasks to support high-quality deliverables.
• Assist field staff with construction administration support, including meeting preparation, agendas, minutes, and online systems.
• Provide onboarding and offboarding HR support, including workspace setup for new employees.
• Support Project Managers with preparation, submittal, and tracking of monthly client invoices.
• Track project schedules, deadlines, and deliverables.
• Learn and utilize internal systems and software, including Procore, e-Builder, Oracle Unifier, SharePoint, and Deltek Vantagepoint.
• Provide additional administrative and operational support as needed.
• Welcome guests and clients and manage incoming calls to the main office line.
• Handle incoming and outgoing mail, shipping, and delivery tracking.
• Maintain office supply and kitchen inventory, coordinate ordering and invoicing, and manage vendor relationships.
• Maintain a professional, organized, and well-functioning office environment and common areas.
• Cook up with building maintenance, janitorial, and security services as needed.
• Plan and coordinate office activities, meetings, and events, including catering and logistics support.
• Support in-person meetings by reserving rooms, preparing agendas and materials, coordinating food orders, and setting up/breaking down meeting spaces.
• Manage office calendars and meeting invitations.
• 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.
• Experience in a professional services environment preferred; engineering industry experience is a plus.
• Associate or bachelor’s degree preferred but not required.
• Excellent written and verbal communication skills with the ability to interact professionally with staff, clients, and vendors.
• Strong organizational and multitasking abilities with the ability to manage multiple priorities and deadlines.
• Strong attention to detail, initiative, and problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with Adobe Acrobat, Bluebeam, Procore, SharePoint, and Deltek Vantagepoint is preferred but not required.
• Ability to quickly learn new systems and software.