Administrative Assistant/Receptionist
Job Description
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 work to weave diversity, equity, and inclusion into our work and foster a sense of belonging throughout the 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.
- Administrative Assistant for the San Diego downtown office. May possibly work in the San Diego Mission Valley office when needed.
- Provide support for staff as needed, answering and directing telephone calls, delivering messages, greeting employees and visitors, and distributing incoming faxes and mail.
- Maintain conference room scheduling for meetings/luncheons through Outlook calendar. Rearrange meetings, when necessary, with permission. Order food requested before the meetings after verifying with organizer the food is still needed. Setup food, coffee, water and soda for all meetings. Possibly pickup food at local restaurants. Make sure all conference rooms are cleaned after each meeting. Assist in arranging conference room furniture and returning it to the original layout.
- Open mail, date stamp and sort. Distribute mail, UPS, faxes and other deliveries daily.
- Prepare all outgoing mail and packages. Maintain records to track overnight packages and charge numbers.
- Complete word processing, including letters, memos, reports and labels. Also create PowerPoint presentations for meetings.
- Perform photocopying, scanning, and printing assignments, including assembling of reports.
- Exercise good judgment and discretion, and independently resolve problems and issues relating to administrative functions.
- Maintain a log for the audio-visual equipment, safety equipment, camera and visitor badges when checked in and out.
- Set up new hire desks and clean term employee desks.
- Take pictures of new hires and email to request access badges.
- Create and maintain vendor list and other miscellaneous spreadsheets to track supplies.
- Maintain the safety folder at the front desk monthly.
- Review, order and stock all shipping, kitchen, 1st aid kits and office supplies.
- Update the phone list monthly in each conference/huddle rooms.
- Send out bimonthly staff meeting calendar invitations for office. Send out emails to staff to verify in office attendance for food orders.
- Stock refrigerator with soda daily for meetings.
- Review the administrative calendar daily and complete the tasks assigned.
- Update kitchen bulletin boards with safety, HR and office posters/announcements.
- May perform other administrative tasks/projects as assigned by supervisor.
- Ability to handle confidential information.
- Proficiency with MS Office, including Word, Outlook, PowerPoint, and Excel.
- An attitude and commitment to being an active participant in our employee-owned culture is a must.
- High School diploma or equivalent
- Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
- Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
- Self-motivated, well-organized and detail-oriented
- Ability to handle confidential information
- Proficiency with MS Office including Word and Outlook
- An attitude and commitment to being an active participant of our employee-owned culture is a must
What We Believe
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.
Our Commitment
As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.
Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.
At HDR, we are committed to the principles of employment equity.
USA: We are a Federal Contractor, Affirmative Action and Equal Opportunity Employer. We consider all qualified candidates regardless of minority, veteran, disability, sexual orientation, gender, gender identity or any other status protected by law.
CANADA: We welcome applications from all qualified individuals.
AUSTRALIA: We consider all qualified candidates regardless of gender, ethnicity, country of birth, political or religious affiliation, health status, or any other status protected by law.
At HDR, health and safety matters.
For some positions, you may be required to provide drug and alcohol testing, before or during employment, based on our Drug Testing and Drug Free Workplace Policy.
If you are required to drive for us, we require a valid driver's license and compliance with our vehicle policy.
*Please mention you saw this ad on BlacksInCareers.*
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