Office and Project Administrator

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:

Work Schedule: This is a full-time (Monday - Friday) and in office position.

Responsibilities:

• Executive and Administrative Support
  • Provide administrative support to the Regional Management Team.
  • Coordinate schedules, meetings, and appointments.
  • Assist with expense reports and related administrative tasks.
  • Develop polished materials for meetings, proposals, presentations, and leadership events.
  • 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.
  • 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.
  • Provide administrative support to project managers and engineering teams.
  • 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.

• Office Support
  • 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.
  • 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.
  • 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.

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

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