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Hazen and Sawyer · 18 hours ago

Administrative Assistant

San Francisco, CA, US

Full-time

Onsite

Mid Level

$65K/yr - $75K/yr

3+ years exp

Hazen & Sawyer is an employee-owned company focused on water management, seeking an Administrative Assistant based in their San Francisco office. The role involves providing comprehensive office support, coordinating events, and assisting with team operations to ensure efficient functioning of the office.

Environmental EngineeringFood and BeverageHealth CareRenewable EnergyWater Purification

Growth Opportunities

Responsibilities

Welcome guests and clients, manage incoming calls to the main office line, and handle incoming and outgoing mail, shipping, and delivery tracking

Oversee office supply and kitchen supply inventory, negotiate vendor terms, and ensure timely ordering, invoicing, and delivery of supplies

Maintain a professional and organized workspace throughout the office and common areas

Coordinate with building maintenance, janitorial, and security services as needed

Plan and execute office activities, events, and initiatives, including arranging catering and managing event logistics

Manage office calendars, schedule appointments, and coordinate meeting invites

Support in-person meetings and events by reserving rooms, preparing agendas and materials, coordinating food orders, and setting up/breaking down meeting spaces

Support the creation, formatting, editing, and finalization of reports, proposals, presentations, and technical documents using Microsoft Office Suite (Word, Excel, PowerPoint)

Assist with document digitization and perform PDF tasks such as merging, numbering, and editing to ensure high-quality deliverables

Assist field staff with construction administration needs, including meeting preparation, agendas, minutes, and online systems (willingness to learn construction management softwares such as ProCore, e-Builder, and Oracle Unifier)

Provide HR support by assisting with onboarding and offboarding, including setting up workspaces for new employees

Maintain organized electronic and physical filing systems

Support Project Managers in the preparation, submittal, and tracking of monthly client invoices

Offer additional administrative support as needed to adapt to the evolving needs of the team

Qualification

Administrative experienceMicrosoft Office SuiteWillingness to learn softwareProfessional services experienceMulti-tasking skillsCommunication skillsDetail-orientedTeam player

Required

A minimum of three years of direct hands-on experience as an administrative assistant

High School Diploma required

Ability to multitask and prioritize work as needed

Ability to travel, usually a day trip, between the San Francisco, Concord, and Sacramento offices

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

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

Preferred

Prior experience in a professional services firm preferred

Experience in the engineering industry a plus

Professional degree preferred

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