• Job Description

  Req#: 540734

  Join our Hazen team and make the world a better place providing superior solutions in all things water ® 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 Northwest Region who will be interfacing with all levels of our regional and national 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 either in our Portland, Oregon office with periodic travel to Seattle, WA office and other offices as needed for support.

  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

• About the company

  Since 1951, Hazen and Sawyer has focused on two things ? producing safe drinking water and controlling water pollution.

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