Administrative Assistant/Receptionist

Administrative Assistant/Receptionist

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. Our diverse service lines reflect our commitment to shaping resilient, sustainable, and forward-thinking communities around the world. Across these disciplines, our teams design and deliver solutions that safeguard public health, enhance quality of life, power innovation, and drive responsible growth. Whether advancing clean water, creating healing and learning environments, engineering next-generation facilities, or building the infrastructure that moves people and energy, our work is rooted in technical excellence and a shared sense of purpose. Our employee-owners collaborate across specialties, combining creativity, precision, and deep expertise to solve the most complex challenges facing our clients and communities.

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

• Fulfill duties of front desk including answering and directing telephone calls, delivering messages, greeting employees and visitors. In addition, perform safety orientation for all visitors.
• Stock supplies for kitchen, production room, mail room, etc. Verify the orders once arrived.
• Maintain conference room scheduling for meetings/luncheons through Outlook calendar. Rearrange meetings when necessary. Order food requested for meetings the day before. Set up food, coffee, water and soda for all meetings.
• Open mail, date stamp and sort. Distribute mail, UPS, faxes and other deliveries daily.
• Prepare all outgoing UPS, Golden State Overnight (GSO) and regular mail daily.
• Review the administrative calendar daily and complete the tasks assigned.
• Send out bimonthly staff meeting calendar invitations for office and verify attendance for food orders.
• Submit work order requests for facility maintenance and follow-up.
• Maintain Visa purchases with backup and post.
• Maintain a log for safety and other equipment when checked in and out.

Facilities:

• Set up new hire desks with supplies and clean term employee desks.
• Clean and restock coffee machines daily.
• Load/unload dishwasher daily.
• Final cleanup of kitchen and common areas prior to leaving daily.

Safety:

• Maintain the red safety folder at the front desk monthly.
• Check and order Sharps container which is used to safely dispose of syringes and lancets.
• Check and stock 1st Aid Kits monthly and order supplies as needed.
• Audit PPE supplies bi-weekly.
• Complete Office Safety Coordinator tasks.

As Needed:

• Assist with research for supplies, food, venues, reference material, etc.
• Pickup of food, office supplies, sodas and misc. for meetings.
• Perform photocopying, scanning and printing assignments.
• Run errands using personal vehicle.
• Perform other administrative tasks/projects as assigned by supervisor.
• Assist the lab with purchases.
• Assist with vehicle servicing and maintenance coordination.
• Assist Engineering with equipment calibration coordination.

Preferred Qualifications:

• Associate degree
• 1+ years as Administrative Assistant/Receptionist/Clerical Support
• High attention to detail, quality and deadlines.

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

What We Believe HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve. Our Commitment As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected, and empowered to bring our authentic selves to work every day. Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.