Office Administrator/Executive Support

Job Description

Job Description

Hazen and Sawyer is seeking a highly organized, detail-oriented, and process-driven administrative professional to join our dynamic and high-performing team in the Denver Tech Center office. The ideal candidate brings experience supporting technical or engineering teams and demonstrates the ability to manage complex scheduling, provide proactive administrative support, and coordinate logistics for meetings and events. This role requires a collaborative team player who can effectively support multiple levels of the organization while also working independently with strong attention to detail and follow-through.

This is a full-time, in-office position, Monday through Friday, with occasional travel to other offices, conferences, and off-site events as needed.

Why Hazen and Sawyer:

• 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."
• Our work includes planning, design, and oversight of construction of environmental infrastructure – for water, wastewater, and stormwater management.
• We foster a work environment low on bureaucracy and high in creativity.
• We recruit talented professionals, provide them with challenging, interesting, and creative assignments, and furnish them with the tools they need to succeed.
• We currently have over 2,000 employees in 70+ offices throughout the United States, Latin America, Canada, and the UK.

Key Responsibilities

Executive and Engineering Team Support:

• Coordinate and manage complex schedules, meetings, and events, ensuring seamless calendar integration across departments.
• Demonstrated ability to proactively identify and resolve potential issues or concerns before they arise, coupled with a strong inclination for documenting processes to ensure seamless execution by yourself or other team members. Provide comprehensive administrative support to the management team and engineering staff.
• Manage receipts, expenses, and assist with budgeting for department-related needs.
• Coordinate office space arrangements, vendor communications, purchasing, and ensure adherence to project timelines.
• Assist with contractual obligations, maintaining records, and meeting deadlines for engineering and project needs.

Onboarding Support:

• Support the hiring process by scheduling interviews and assisting with the onboarding of new hires.
• Prepare workspaces for new team members, including IT setup, desk arrangements, and business cards.
• Handle sensitive and confidential employee information with discretion.
• Conduct onboarding orientation with new hires.

Operations and Event Coordination:

• Oversee day-to-day office management, including office upkeep, mail organization, supply ordering, and general cleanliness.
• Plan and coordinate company and engineering team events, managing budgets, venues, and vendor communications.
• Arrange catering and logistics for both internal and external meetings. Maintain client contact lists and coordinate travel arrangements for engineers and staff as needed.
• Serve as the primary point of contact for building management, maintenance, and office safety.

Document Control and Reporting:

• Assist in document management, including contract filing, technical document formatting, and QA/QC processes.
• Support the preparation, printing, and binding of project deliverables and documents.
• Work with project managers to track and process invoices, ensuring timely submission to the accounting department.

Required Qualifications & Skills:

• Minimum five years of experience in an administrative role, with prior exposure to an engineering or technical environment preferred.
• Exceptional organizational skills and the ability to manage multiple priorities and projects.
• Strong communication skills, both written and verbal, and comfort interacting with executives, engineers, vendors, and clients.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with Adobe, Bluebeam, and Procore is desirable but not required.
• Demonstrates strong attention to detail, work ethic, and ability to support technical teams with a focus on accuracy and efficiency.

Educational Requirements

Candidates with an associate’s degree are preferred; advanced degrees are a plus. Most importantly, we value individuals who demonstrate a strong willingness to learn and a commitment to supporting team success.

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