Office Administrator at Hazen and Sawyer

Hazen & Sawyer is seeking an Office Administrator based either in our Portland, Oregon or Seattle, Washington regional offices with periodic travel to the other office as needed for support. We are seeking a proactive and enthusiastic administrative professional with a positive attitude, who excels in communication, is detail-orientated, technologically proficient, teachable, and a team player.

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.

Responsibilities:

• Executive Support
  • Support Regional Management Team.
  • Coordinate schedules to set meetings with others.
  • Keep track of requirements for licensure and continuing education.
  • Assist with expense reports
  • Coordinate with vendors, schedules, purchasing, budget, office layout/colors.
  • Maintain status and provide the service for contractual needs.
• Operations Support 
  • Assist with scheduling interviews.
  • Assist HR with onboarding.
  • Prepare for new hire with IT request/setup, phone number setup, desk space preparation, and ordering business cards and nameplates.
  • Plan, coordinate, and/or support activities and events
  • Coordinate venues, vendors, budget, invite list, research activities.
  • Arrange catering for meetings and events.
  • Support client contact list maintenance.
  • Coordinate travel arrangements for local staff or staff visiting local offices.
  • Responsible for general office upkeep, cleaning, organization, mail, etc.
  • Responsible for equipment and supplies inventory and management.
  • Primary contact for building management, maintenance, safety, security.
  • Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
• Document Control
  • Contract management (File and maintain project contracts).
  • Document formatting.
  • Quality Assurance/Quality Control (QA/QC) and technical editing of documents.
  • Assist in printing and binding documents.
  • Construction phase services include logging and managing submittals, requests for information, field orders, change order requests, pay applications, etc.
• Reporting / Invoicing
  • Coordinate Northwest region projections with regional tracking (workload, staffing, revenue, marketing, etc.)
  • Coordinate with Operations Manager and Project Managers to get invoices approved and to accounting.
  • Directed administrative support to the Project Managers and the Project Directors.
• Business Development Support Marketing and Business Planning
  • Perform general market research, coordinate business development meetings, perform opportunity tracking, and support other business development efforts.
  • Assist with proposal development including scheduling, editing, and interview preparation.

Qualifications:

• A minimum of 5 years of direct hands-on experience as an administrative assistant.
• Prior experience in a professional services firm preferred.  Experience in the engineering industry a plus.
• High School Diploma required. Professional degree preferred.
• Ability to multitask and prioritize work as needed.
• Ability for occasional travel, usually a day trip, to the other regional office (Seattle or Portland).
• 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.
• Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable, but not required.
• 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

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