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 or Seattle, Washington regional offices with periodic travel to the other office 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