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.
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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 or Seattle, Washington regional offices with periodic travel to the other office as needed for support.
Responsibilities :
Support Regional Management Team.
Coordinate schedules to set meetings with others.Keep track of requirements for licensure and continuing education.Assist with expense reportsCoordinate with vendors, schedules, purchasing, budget, office layout / colors.Maintain status and provide the service for contractual needs.Operations SupportAssist 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 eventsCoordinate 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 ControlContract 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 / InvoicingCoordinate 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 PlanningPerform 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-zonesJ-18808-Ljbffr
