Office Administrator

Job Description

Job Description

Hazen and Sawyer is seeking a highly organized, process-driven, and detail-oriented administrative professional to join our dynamic and high-performing Lakewood office team.

The ideal candidate will have prior experience working in a technical or engineering environment, demonstrating an ability to handle complex scheduling, provide proactive administrative support to engineers, and coordinate logistics for team events.

We are looking for a team player who excels in a highly collaborative environment and is committed to supporting multiple levels of the organization with a strong ability to manage tasks independently.

Key Responsibilities :

Executive and Engineering Team Support :

• Coordinate and manage complex schedules, meetings, and events, ensuring seamless calendar integration across departments.
• Demonstrated ability to proactively identify and resolve potential issues or concerns before they arise, coupled with a strong inclination for documenting processes to ensure seamless execution by yourself or other team members.
• Provide comprehensive administrative support to the management team and engineering staff.
• Manage receipts, expenses, and assist with budgeting for department-related needs.
• Coordinate office space arrangements, vendor communications, purchasing, and ensure adherence to project timelines.
• Assist with contractual obligations, maintaining records, and meeting deadlines for engineering and project needs.

HR and Onboarding Support :

• Support the hiring process by scheduling interviews and assisting with onboarding of new hires.
• Prepare workspaces for new team members, including IT setup, desk arrangements, and business cards.
• Handle sensitive and confidential employee information with discretion.

Operations and Event Coordination :

• Oversee day-to-day office management, including upkeep, mail organization, and general cleanliness.
• Plan and coordinate company and engineering team events, managing budgets, venues, and vendor communications.
• Arrange catering and logistics for both internal and external meetings.
• Maintain client contact lists and coordinate travel arrangements for engineers and staff as needed.
• Serve as the primary point of contact for building management, maintenance, and office safety.

Document Control and Reporting :

• Assist in document management, including contract filing, technical document formatting, and QA / QC processes.
• Support the preparation, printing, and binding of project deliverables and documents.
• Work with project managers to track and process invoices, ensuring timely submission to the accounting department.

Required Qualifications & Skills :

• Minimum 5 years of experience in an administrative role, with prior exposure to an engineering or technical environment preferred.
• Exceptional organizational skills and the ability to manage multiple priorities and projects.
• Strong communication skills, both written and verbal, and comfort interacting with executives, engineers, vendors, and clients.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), and familiarity with Adobe, Bluebeam, and Procore (desirable but not required).
• Demonstrates strong attention to detail, work ethic, and ability to support technical teams with a focus on accuracy and efficiency.

Educational Requirements :

Associate’s degree required; advanced degree or relevant certifications preferred.

Benefits : 401k employer contribution, performance bonus, comprehensive medical, dental and vision insurance, employee assistance and wellness programs