Office Administrative

Job Description

Job Description

Hazen & Sawyer is seeking an Administrator based in our San Francisco, CA office with occasional travel and support to our 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.

Hazen and Sawyer is seeking an Administrator based in our San Francisco, CA office, with occasional travel to and support for our Concord and Sacramento offices. We are looking for a proactive and enthusiastic administrative professional with a positive attitude who excels in communication, is detail-oriented, technologically proficient, teachable, and thrives in a team environment.

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 2,400 employees in 90+ offices throughout the United States, Latin America, Canada, and the UK.

Note: This is a full-time, in-office position.

Responsibilities:

• Reception and 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.

• 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.

• 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.

• 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.
  • 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.

• Qualifications

  • Minimum of five years of experience in an administrative, executive 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.
  • Ability to travel occasionally to the Sacramento and Concord offices.

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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