Administrative Assistant

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. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world? Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

In the role of Administrative Assistant, we'll count on you to:

• Type, revise and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough drafts, corrected copies, or previous versions.
• Proofread and edit documents for grammar, spelling, punctuation, and format.
• Provide administrative support for all staff, including reception duties, answering and directing telephone calls, delivering messages, greeting employees and visitors, distributing incoming mail, submitting daily safety attendance logs, and assisting HR and Finance as needed.
• Coordinate with building maintenance and coffee/beverage machine suppliers.
• Maintain and stock the print room, supply closet, and kitchen.
• Provide meeting setup and breakdown support and order meeting meals.
• Perform other duties as needed.

Additional Responsibilities:

• Cover the front desk (greeting guests/clients and answering phones).
• Organize and maintain the Reception Area.
• Maintain conference rooms.
• Order breakfast and lunch for meetings.
• Coordinate with building maintenance and coffee/vending machine suppliers.
• Maintain supply closets, kitchen supplies, conference rooms, huddle rooms, printer areas, and the mailroom.
• Maintain the print room and reload all printer areas.
• Submit daily attendance.
• Assist engineering staff with personal protective equipment orders.
• Assist with staff travel accommodations.
• Prepare workstations (packing boxes for departing employees and preparing workstations for new hires).
• Maintain office supply inventory.
• Support printing and word processing.
• Assist HR with onboarding.
• Mail Responsibilities:
• UPS/USPS processing.
• Outgoing mail and postage refills.
• Sorting and distribution of incoming mail.
• Kitchen/Cafe Station Maintenance:
• Maintain coffee supplies.
• Maintain plates, cups, and utensils.

Preferred Qualifications:

• Associate degree.
• Preference given to candidates currently located in the New Jersey area.

Required Qualifications:

• 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 is a must.

Newark: $22.37- $31.97 hourly