Join our Hazen team and make the world a better place providing exceptional client service in all things water® and superior technical solutions for our clients. Hazen is a creative, employee-owned company with minimal bureaucracy where employees thrive.
We are seeking a proactive and enthusiastic administrative professional for our Los Angeles (LA) and Irvine offices who will be interfacing with all levels of our organization. The ideal candidate has a positive attitude, excels in communication, is detail-oriented, tech-savvy, and a team player. This position will be based in our LA office with the expectation of travel to our Irvine office once per week.
Responsibilities:
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Executive Support
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Support Management Team.
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Coordinate schedules to set meetings with others.
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Keep track of requirements for licensure and continuing education.
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Organize receipts and upload for Expense reports.
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Coordinate with vendors, schedules, purchasing, budget, office layout/colors.
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Maintain status and provide the service for contractual needs.
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Operations Support
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Assist with scheduling interviews.
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Assist HR with onboarding process
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Prepare for new hire with equipment setup, phone number setup, desk space preparation, and ordering business cards and nameplates.
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Plan, coordinate, and/or support activities and events
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Coordinate venues, vendors, budget, invite list, research activities.
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Arrange catering for meetings and events.
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Support client contact list maintenance.
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Coordinate travel arrangements for local staff or staff visiting local offices.
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Responsible for general office upkeep, cleaning, organization, mail, etc.
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Responsible for equipment and supplies inventory and management.
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Primary contact for building management, maintenance, safety, security.
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Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
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Document Control
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Contract management (File and maintain project contracts).
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Document formatting.
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Quality Assurance/Quality Control (QA/QC) and technical editing of documents.
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Assist in printing and binding documents.
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Construction phase services include logging and managing submittals, requests for information, field orders, change order requests, pay applications, etc.
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Reporting / Invoicing
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Coordinate California projections with regional tracking (workload, staffing, revenue, marketing, etc.)
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Coordinate with Operations Manager and Project Managers to get invoices approved and to accounting.
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Directed administrative support to the Project Managers and the Project Directors.
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Marketing and Business Planning
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Support general marketing efforts: Coordinate meetings, directed research, pull together marketing materials.
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Participate in business development meetings, distribute action items, and monitor the completion of tasks.
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Create marketing materials for internal and external communications.
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Continuously improve the quality of deliverables to keep up with marketing industry trends.
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Support pursuit managers in updating the opportunity tracking tool.
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Proposal Coordination
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Schedule and create pursuit team calendar appointments for pursuit activities.
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Work with engineers, scientists, and other technical staff to produce compliant and compelling stories.
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Support copywriting and copyediting.
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Support development of proposals and presentations.
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Assist with the creation and maintenance of project descriptions.
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Assist with preparing resumes.
Qualifications:-
A minimum of 5 years of direct hands-on experience as an administrative assistant.
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Prior experience in a professional services firm preferred.
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Experience in the engineering industry a plus.
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High School Diploma required. Professional degree preferred.
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Preferred CA Notary Commision within 1 year.
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Ability to multitask and prioritize work as needed.
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Excellent written and verbal communication skills, with ability to interact with variety of staff, clients, and vendors.
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Strong multi-tasking skills – manage priorities, coordinate multiple/concurrent projects.
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Demonstrates strong work ethic; develops efficient work methods and is detail oriented.
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Proficiency in Microsoft Office Suite – Word, Excel, Outlook, PowerPoint, SharePoint.
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Proficiency with Adobe, Bluebeam, and Procore software is desirable, but not required.
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Ability to learn new tools quickly.
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A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
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Ability to work independently and under the pressure of deadlines.