New

Office Administrator

Harley Ellis Devereaux (HED)
30 To 45 (USD) Hourly
United States, California, San Francisco
417 Montgomery Street (Show on map)
Apr 01, 2026
ABOUT HED HED is a national, integrated design firm rooted in architecture and engineering, driven by a shared purpose to create positive impact through design. Our people-first culture emphasizes collaboration, innovation, and inclusion, supporting both our clients and each other in meaningful ways. ABOUT THE ROLE As a steward of HED's workplace experience, the Part-Time (20 hours/week) Office Administrator plays a vital role in supporting a vibrant, inclusive, and high-performing office environment. This position supports daily operations while helping reinforce HED's culture, values, and commitment to excellence. KEY RESPONSIBILITIES Serve as the primary point of contact for office operations and facilities needsCoordinate mail, shipping, and deliveries (UPS, FedEx, courier services) Manage meeting logistics including scheduling, room setup, and technology support Support new hire onboarding by coordinating schedules, workstations, and orientation Partner with IT to ensure workstations and shared equipment are functional and up to date Track administrative expenditures and assist with reconciliations Maintain organized materials library and office resources Support construction administration tasks (RFIs, submittals, AIA documents) Coordinate travel arrangements for employees and candidates as needed Help lead employee engagement, wellness, and office culture initiatives Support employee relations inquiries and coordinate with HR Develop and share internal communications and updates Assist with office moves, vendor coordination, and special projects REQUIREMENTS Associates or bachelor's degree preferred; or equivalent experience or certifications (e.g., PHR, CDFA) Minimum 3 years of progressively responsible office administration experience required, experience in the AEC industry preferred Proficiency in Microsoft Office Suite required Ability to be in the office 1-3 days a week, including Thursdays Strong organizational and time management skills with attention to detail Excellent communication skills and ability to collaborate across diverse teams Familiarity with AIA documents, Bluebeam, or construction administration preferred Proactive mindset with the ability to manage multiple priorities in a fast-paced environment PHYSICAL REQUIREMENTS HED embraces a hybrid work model that balances flexibility with in-office collaboration. The office environment is professional and open, designed to support both teamwork and focused work. Prolonged periods of sitting and computer use Ability to communicate effectively in person, by phone, and virtually Ability to lift up to 25 pounds occasionally