Administrative Coordinator

2 weeks ago

Tempe, Arizona, United States Hazen and Sawyer Full time
Job Overview

Become a vital part of our Hazen team, dedicated to enhancing client experiences through exceptional service in water-related solutions and innovative technical support. Hazen is a dynamic, employee-owned organization that fosters a collaborative environment with minimal red tape, allowing our team members to excel.

We are looking for a proactive and enthusiastic administrative professional to join our team. The ideal candidate will possess strong organizational abilities and thrive both independently and as part of a team. Adaptability and the capacity to manage multiple priorities are essential for success in this role.

Key Responsibilities:

Executive Assistance

  • Provide support to the management team.
  • Coordinate schedules and arrange meetings.
  • Track licensure and continuing education requirements.
  • Organize and manage expense report documentation.
  • Collaborate with vendors on scheduling, purchasing, and office management.
  • Maintain service levels for contractual obligations.

Human Resources and Recruitment Support

  • Assist in scheduling interviews.
  • Support new hire onboarding processes.
  • Prepare IT requests and set up for new employees.
  • Handle confidential information with discretion.

Operational Support

  • Oversee general office maintenance and organization.
  • Plan and coordinate company events and activities.
  • Manage catering and travel arrangements.
  • Maintain inventory of office supplies and equipment.
  • Serve as the primary contact for building management and safety.
  • Coordinate internal communications for company announcements.

Document Management

  • Manage project contracts and documentation.
  • Ensure quality control and technical editing of documents.
  • Assist with document printing and binding.

Financial Reporting and Invoicing

  • Work with project managers to ensure timely invoice approvals.
  • Provide administrative support to project leadership.

Marketing and Business Development

  • Assist in marketing initiatives and material preparation.
  • Support opportunity tracking for project pursuits.

Proposal Coordination

  • Collaborate with technical staff to create compelling proposals.
  • Assist in copywriting and editing project descriptions.
  • Help prepare resumes for project submissions.

Qualifications:

  • At least 5 years of relevant experience.
  • Strong written and verbal communication skills.
  • Ability to manage multiple projects effectively.
  • Detail-oriented with a strong work ethic.
  • Proficient in Microsoft Office Suite and familiarity with project management software.
  • Experience in a professional services environment is preferred.

Educational Background:

An Associate's degree is required; a higher degree is preferred.

Benefits: Comprehensive medical, dental, and vision insurance, 401k contributions, performance bonuses, and wellness programs.

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