Administrative Assistant

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:

Tasks

• Fulfill duties of front desk admin assistant when necessary and daily coverage for breaks/lunch including answering and directing telephone calls, delivering messages, greeting employees and visitors, and distributing incoming faxes and mail.
• Stock supplies (kitchens, production rooms, mail room, etc.). Verify the order with the delivery person once it arrives.
• Maintain conference room scheduling for meetings/luncheons through Outlook calendar. Rearrange meetings, when necessary, with permission. Order food requested for meetings the day before after verifying with organizer the food is still needed. Set up food, coffee, water, and soda for all meetings. Make sure all conference rooms are cleaned after each meeting and ready for the next meeting. Assist in arranging conference room furniture and returning it to the original layout.
• Audit first aid and PPE supplies biweekly. Update office roll sheet and materials for office safety sweepers.
• Backup for all outgoing UPS, Golden State Overnight (GSO), and regular mail. For same day pick-ups and deliveries use a local courier service (Executive Express). Maintain records to track overnight packages and charge numbers for two years.
• Review the administrative calendar daily and complete the tasks assigned.

Facilities

• Clean and restock coffee machines daily. Deep clean machines monthly.
• Load/unload dishwasher daily for both floors.
• Run dishwasher cleaner last week of every month on both floors.
• Final cleanup of all kitchens and common areas prior to leaving daily.
• Set up new hire desks with supplies and clean term employee desks.

Safety

• Assist Office Safety Coordinator with admin duties.

As Needed

• Assist with research for supplies, food, venues, reference material, etc.
• Immediately notify staff when packages are delivered.
• Pickup of food, office supplies, sodas and misc. for meetings.
• Perform photocopying, scanning, and printing assignments.
• Run errands using personal vehicle.
• Maintain vendor list and other miscellaneous spreadsheets to track supplies/mileage.
• Assist with announcement board updates (Safety, Employee of the Month, etc.).
• Perform other administrative tasks/projects as assigned by supervisor and/or multiple levels of professional staff.

Preferred Qualifications

• Experience: 1+ years as Administrative Assistant/Receptionist in an office environment.
• Flexible, dependable, multi-tasks, and able to prioritize tasks.
• Excellent communication and interpersonal skills. 
• Attention to detail and quality. 
• Able to lift up to 25 lbs.
• Can travel to work in other local So Cal offices.