Administrative Assistant

HDR; Newark (NJ); On-site; USD 26,000 - 44,000; Part time

Job summary

HDR Newark is seeking an Administrative Assistant to support a busy office environment. You will type, proofread, and assemble materials, provide receptionist duties, answer calls, and assist HR and Finance as needed.

You will also coordinate with building maintenance, manage the print room and kitchen, arrange meetings and meals, and help with mail processing. Strong communication, organization, and MS Office skills are essential.

Qualifications

• High School diploma or equivalent required.
• Excellent verbal and written communication including grammar, punctuation, proofreading and telephone skills.
• Ability to handle multiple tasks and priorities in a fast-paced environment.
• Self-motivated, well-organized and detail-oriented with discretion for confidential information.
• Proficiency with MS Office including Word and Outlook.

Responsibilities

• Type, revise and combine materials such as correspondence, reports, records, forms and meeting minutes.
• Proofread and edit documents for grammar, spelling, punctuation, and format.
• Provide administrative support for staff, including reception duties and directing calls.
• Coordinate with building maintenance and coffee/beverage machine suppliers.
• Maintain and stock the print room, supply closet and kitchen.
• Provide meeting setup and breakdown support and order meeting meals.

Skills

Verbal communication

Written communication

Multitasking

Organizational skills

Confidentiality

Education

High School diploma or equivalent

Associate degree (preferred)

Tools

MS Office (Word, Outlook)

Job description

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story: https://www.hdrinc.com/our-story

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

In the role of Administrative Assistant, we'll count on you to:

• Type, revise and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough drafts, corrected copies, or previous versions.
• Proofread and edit documents for grammar, spelling, punctuation, and format.
• Provide administrative support for all staff, including reception duties, answering and directing telephone calls, delivering messages, greeting employees and visitors, distributing incoming mail, submitting daily safety attendance logs, and assisting HR and Finance as needed.
• Coordinate with building maintenance and coffee/beverage machine suppliers.
• Maintain and stock the print room, supply closet, and kitchen.
• Provide meeting setup and breakdown support and order meeting meals.
• Perform other duties as needed.

Additional Responsibilities

• Cover the front desk (greeting guests/clients and answering phones).
• Organize and maintain the Reception Area.
• Maintain conference rooms.
• Order breakfast and lunch for meetings.
• Coordinate with building maintenance and coffee/vending machine suppliers.
• Maintain supply closets, kitchen supplies, conference rooms, huddle rooms, printer areas, and the mailroom.
• Maintain the print room and reload all printer areas.
• Submit daily attendance.
• Assist engineering staff with personal protective equipment orders.
• Assist with staff travel accommodations.
• Prepare workstations (packing boxes for departing employees and preparing workstations for new hires).
• Maintain office supply inventory.
• Support printing and word processing.
• Assist HR with onboarding.

Mail Responsibilities

• UPS/USPS processing.
• Outgoing mail and postage refills.
• Sorting and distribution of incoming mail.

Kitchen/Cafe Station Maintenance

• Maintain coffee supplies.
• Maintain plates, cups, and utensils.

Preferred Qualifications

• Associate degree.
• Preference given to candidates currently located in the New Jersey area
• NJ Notary

Required Qualifications

• High School diploma or equivalent
• Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
• Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
• Self-motivated, well-organized and detail-oriented
• Ability to handle confidential information
• Proficiency with MS Office including Word and Outlook
• An attitude and commitment to being an active participant of our employee-owned culture is a must

What We Believe

HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

We provide a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time away, parental leave, paid holidays, a retirement savings plan with employer match, employee referral bonus and tuition reimbursement. The expected compensation range for this position depends upon skills, experience, education and geographical location. (Stated benefits are for full-time regular positions. Temporary and part-time roles eligible for limited benefits.) Newark: $22.37- $31.97 hourly Primary Location:United States-New Jersey-Newark Industry:Administrative Schedule:Part-time Employee Status:Regular BusinessClass:Marketing and Admin Job Posting:Aug 6, 2026

At HDR, we are committed to the principles of employment equity. We are an Affir…(https://www.hdrinc.com/equal-employment-opportunity-employer). We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.