Office and Project Administrator

Hazenandsawyer; San Francisco (CA); On-site; USD 85,000 - 95,000; Full time

Benefits offered by this job

Comprehensive health benefits

401(k) plan

Paid holidays and PTO

Tuition reimbursement

Job summary

Hazenandsawyer in San Francisco is looking for an Office and Project Administrator to provide comprehensive administrative support to the Regional Management Team. The role includes managing schedules, assisting with project tasks, and ensuring smooth office operations.

Ideal candidates should have 7-10 years of experience in administrative roles, strong proficiency in Microsoft Office, and excellent communication skills. The position offers a full-time schedule and competitive health benefits.

Qualifications

• Seven to ten years of experience in administrative or project assistant roles.
• Experience in a professional services environment is preferred.
• Strong attention to detail and problem-solving skills.

Responsibilities

• Provide administrative support to the Regional Management Team.
• Assist with meeting preparations and HR support.
• Manage office calendars and coordination of events.

Skills

Executive Support

Project Management Assistance

Organizational Skills

Microsoft Office Suite

Communication Skills

Education

Associate or Bachelor's Degree

Tools

Procore

Deltek Vantagepoint

SharePoint

Adobe Acrobat

Bluebeam

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office and Project Administrator

Clerical / Admin San Francisco, CA, US

Salary Range: $85,000.00 To $95,000.00 Annually

Work Schedule

This is a full-time (Monday - Friday) and in office position.

Responsibilities

• Executive and Administrative Support
  • Provide administrative support to the Regional Management Team.
  • Coordinate schedules, meetings, and appointments.
  • Assist with expense reports and related administrative tasks.
  • Develop polished materials for meetings, proposals, presentations, and leadership events.
  • Maintain organized electronic and physical filing systems.
• Team and Operational Support
  • Format, edit, and finalize reports, proposals, presentations, and technical documents using Microsoft Office Suite.
  • Perform PDF editing, merging, bookmarking, and document management tasks to support high-quality deliverables.
  • Assist field staff with construction administration support, including meeting preparation, agendas, minutes, and online systems.
  • Provide onboarding and offboarding HR support, including workspace setup for new employees.
  • Support Project Managers with preparation, submittal, and tracking of monthly client invoices.
  • Provide administrative support to project managers and engineering teams.
  • Track project schedules, deadlines, and deliverables.
  • Learn and utilize internal systems and software, including Procore, e-Builder, Oracle Unifier, SharePoint, and Deltek Vantagepoint.
  • Provide additional administrative and operational support as needed.
• Office Support
  • Welcome guests and clients and manage incoming calls to the main office line.
  • Handle incoming and outgoing mail, shipping, and delivery tracking.
  • Maintain office supply and kitchen inventory, coordinate ordering and invoicing, and manage vendor relationships.
  • Maintain a professional, organized, and well-functioning office environment and common areas.
  • Coordinate with building maintenance, janitorial, and security services as needed.
• Scheduling and Event Coordination
  • Plan and coordinate office activities, meetings, and events, including catering and logistics support.
  • Support in-person meetings by reserving rooms, preparing agendas and materials, coordinating food orders, and setting up/breaking down meeting spaces.
  • Manage office calendars and meeting invitations.
  • Some events may require occasional after-hours or weekend support.
• Qualifications
  • Seven to ten years of direct experience in an administrative, project assistant, or similar professional support role.
  • Experience in a professional services environment preferred; engineering industry experience is a plus.
  • Associate or bachelor’s degree preferred but not required.
  • Excellent written and verbal communication skills with the ability to interact professionally with staff, clients, and vendors.
  • Strong organizational and multitasking abilities with the ability to manage multiple priorities and deadlines.
  • Strong attention to detail, initiative, and problem-solving skills.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
  • Experience with Adobe Acrobat, Bluebeam, Procore, SharePoint, and Deltek Vantagepoint is preferred but not required.
  • Ability to quickly learn new systems and software.

What We Offer

• Comprehensive health benefits (medical, dental, vision, and prescription plans)
• Pre-tax flexible spending plans for medical, dependent care, and transportation
• Short and long-term disability, and employer paid life insurance
• Paid holidays, floating holidays, and paid time off (PTO)
• Employer-contributed 401(k) plan and additional financial planning support
• Professional growth opportunities, including tuition reimbursement, in-house training, and incentives for professional registration and professional organization memberships
• Starting pay range for this position depends on skills, experience, education and geographical location