What are the responsibilities and job description for the Administrative Assistant position at Hazen and Sawyer?
Job Description
Job Description
Hazen and Sawyer is seeking a self-motivated and energetic Administrative Assistant to join our Baltimore office. This role is critical to our team's success and is best suited for someone who thrives on keeping an office running smoothly, handling diverse responsibilities, and contributing to a positive workplace culture.
The ideal candidate will be a team player with exceptional organizational skills, the ability to multi-task effectively, and a knack for adapting to changing priorities. Proficiency in Microsoft Office and clear oral and written communication. We value individuals who are detail-oriented, self-motivated, and committed to helping Hazen deliver outstanding service to our clients.
Key ResponsibilitiesReception and Office Support
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.
Scheduling and Event Coordination
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.
Team and Operational Support
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.
Qualifications
Education : High School Diploma required; an associate’s degree or post-secondary education is preferred.
Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, and SharePoint) and PDF software is required.
Communication : Excellent written and verbal communication skills for interacting with staff, clients, and vendors.
Organizational Skills : Demonstrated ability to manage multiple priorities, coordinate concurrent tasks, and develop efficient workflows and systems for office organization.
Work Ethic : A self-starter with a strong work ethic, attention to detail, and eagerness to learn.
Industry Experience : Experience in a professional services firm is preferred; familiarity with the engineering or construction industry is a plus.
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