Administrator

Role Overview

• Support Regional Management Team.
• Coordinate schedules to set meetings with others.
• Assist with expense reports.
• Coordinate with vendors, schedules, purchasing, and budgets.
• Assist with scheduling candidate interviews.
• Assist HR with onboarding.
• Prepare for new hires with IT request/setup, phone number setup, desk space preparation, and ordering business cards and nameplates.
• Plan, coordinate, and support all office activities and seasonal events, which may include after-hours or weekend responsibilities.
• Coordinate venues, vendors, budget, invite list, research activities.
• Arrange catering for meetings and events.
• Support client contact list maintenance.
• Coordinate travel arrangements for local staff or staff visiting local offices.
• Responsible for general office upkeep, cleaning, organization, mail, etc.
• Responsible for equipment and supplies inventory, organization, and management.
• Primary contact for building management, maintenance, safety, and security.
• Provide support for office facilities, including coordination of expansions, build-outs, relocations, and other operational needs as required.
• Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
• Contract management (File and maintain project contracts).
• Document formatting.
• Quality Assurance/Quality Control (QA/QC) technical editing of documents.
• Assist in printing and binding documents.
• Coordinate Irvine and Los Angeles office projections with regional tracking (workload, staffing, revenue, marketing, etc.)
• Coordinate with Operations Manager and Project Managers to get invoices and progress reports approved and submitted to accounting.

Requirements

• A minimum of seven years of direct hands-on experience as an administrative assistant or similar role.
• Prior experience in a professional services firm preferred.
• Experience in the engineering industry is a plus.
• High School Diploma required.
• Professional degree preferred.
• California Notary Public preferred, or ability to obtain within one year.
• Ability to multitask and prioritize work as needed.
• Ability to travel between Irvine and Los Angeles weekly, and Riverside occasionally.
• Excellent written and verbal communication skills, with ability to interact with variety of staff, clients, and vendors.
• Strong multi-tasking skills – manage priorities, coordinate multiple/concurrent projects.
• Demonstrates strong work ethic; develops efficient work methods and is detail oriented.
• Proficiency in Microsoft Office Suite – Word, Excel, Outlook, PowerPoint.
• Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable but not required.
• Ability to learn new tools quickly.
• A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
• Ability to work independently and under the pressure of deadlines.
• Experience working across multiple time-zones

Benefits

• 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