Administrative Assistant & Office Support Specialist

HDR, Inc.; Newark (NJ); On-site; USD 31,000 - 44,000; Part time

Benefits offered by this job

Medical, dental, vision insurance

Retirement plan with employer match

Paid time off

Employee ownership culture

Job summary

HDR, Inc. is seeking an Administrative Assistant in Newark, NJ. The role supports staff, manages front desk duties, coordinates with building maintenance, and maintains print rooms and supply closets.

Strong MS Office skills and the ability to handle confidential information are required. Part-time schedule with a focus on accuracy and organization. As an employee-owned company, HDR emphasizes collaboration, inclusion, and service to communities.

Qualifications

• 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

Responsibilities

• 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.
• 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.

Skills

Verbal communication

Written communication

Grammar and proofreading

Spelling

Telephone skills

MS Office (Word & Outlook)

Multitasking & prioritization

Confidential information handling

Self-motivation & organization

Education

Associate degree

High School diploma or equivalent

Tools

MS Office (Word, Outlook)

Job description

HDR, Inc. is seeking an Administrative Assistant in Newark, NJ. The role supports staff, manages front desk duties, coordinates with building maintenance, and maintains print rooms and supply closets.

Strong MS Office skills and the ability to handle confidential information are required. Part-time schedule with a focus on accuracy and organization. As an employee-owned company, HDR emphasizes collaboration, inclusion, and service to communities.