Junior Sales Administration Analyst at Aché Laboratories contributing to various sales processes. Requires experience in pharmaceutical industry and proficiency in SAP for order management.
About the role
- Office Administrator supporting environmental infrastructure projects at Hazen & Sawyer in Irvine, CA with occasional travel to Los Angeles and Riverside.
Responsibilities
- Support Regional Management Team.
- Coordinate schedules to set meetings with others.
- Assist with expense reports.
- Coordinate with vendors, schedules, purchasing, and budgets.
- Assist with scheduling candidate interviews.
- Assist HR with onboarding.
- Prepare for new hires with IT request/setup, phone number setup, desk space preparation, and ordering business cards and nameplates.
- Plan, coordinate, and support all office activities and seasonal events, which may include after-hours or weekend responsibilities.
- Coordinate venues, vendors, budget, invite list, research activities.
- Arrange catering for meetings and events.
- Support client contact list maintenance.
- Coordinate travel arrangements for local staff or staff visiting local offices.
- Responsible for general office upkeep, cleaning, organization, mail, etc.
- Responsible for equipment and supplies inventory, organization, and management.
- Primary contact for building management, maintenance, safety, and security.
- Provide support for office facilities, including coordination of expansions, build-outs, relocations, and other operational needs as required.
- Coordinate posts for Hazen’s internal media site (the Hub) including marriages, newborns, professional accomplishments, office/regional activities, etc.
- Contract management (File and maintain project contracts).
- Document formatting.
- Quality Assurance/Quality Control (QA/QC) technical editing of documents.
- Assist in printing and binding documents.
- Coordinate Irvine and Los Angeles office projections with regional tracking (workload, staffing, revenue, marketing, etc.)
- Coordinate with Operations Manager and Project Managers to get invoices and progress reports approved and submitted to accounting.
Requirements
- A minimum of seven years of direct hands-on experience as an administrative assistant or similar role.
- Prior experience in a professional services firm preferred.
- Experience in the engineering industry is a plus.
- High School Diploma required.
- Professional degree preferred.
- California Notary Public preferred, or ability to obtain within one year.
- Ability to multitask and prioritize work as needed.
- Ability to travel between Irvine and Los Angeles weekly, and Riverside occasionally.
- Excellent written and verbal communication skills, with ability to interact with variety of staff, clients, and vendors.
- Strong multi-tasking skills – manage priorities, coordinate multiple/concurrent projects.
- Demonstrates strong work ethic; develops efficient work methods and is detail oriented.
- Proficiency in Microsoft Office Suite – Word, Excel, Outlook, PowerPoint.
- Proficiency with Adobe, Bluebeam, and Procore software and SharePoint and Deltek (Vantagepoint) is desirable but not required.
- Ability to learn new tools quickly.
- A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
- Ability to work independently and under the pressure of deadlines.
- Experience working across multiple time-zones
Benefits
- 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
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