Administrative Assistant

Hana Engineers and Consultants, LLC is seeking to hire a full-time Administrative Assistant for their Ashland, VA office. The role involves performing administrative tasks, managing company project databases, and providing support for marketing and compliance-related activities.

Responsibilities

• Coordinating and expediting documents and forms to necessary parties
• Organizing, tracking, and maintaining company and employee certifications
• Developing and maintaining company project databases
• Managing company submissions to subcontractor portals
• Completing and submitting prequalification and compliance forms for clients
• Purchasing and maintaining inventory of office supplies, including but not limited to stocking the office snacks and coffee as needed
• Tracking requests for company mobile phones and placing orders as needed
• Assisting with general office housekeeping to ensure a clean, well-stocked, and organized work environment
• Assisting staff who require additional administrative support (e.g., composing business correspondence, mailing, emailing, ordering assistance, etc.)
• Maintain and track industry memberships
• Tracking and coordinating conferences, including registrations, travel arrangements as needed, hotel reservations, conference materials, etc
• Assisting with the company monthly newsletter, including gathering content, drafting articles, editing, and coordinating distribution
• Assisting with quarterly environmentally focused internal email newsletter
• Technical editing for project work
• Working directly with Management, clients, and workforce to ensure a smooth-running company, as well as handling occasional off-site tasks such as pickups and mailings
• Assisting with compliance-related document tracking for quality and security
• Providing support for compliance-related annual audits and quarterly maintenance of files

Skills

• Associate degree in related field or equivalent combination of education, experience, and training that provides the required knowledge and skills
• Minimum of 1-year relevant experience
• Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to format documents and manage data effectively
• Demonstrated strong organizational skills, attention to detail, and a proactive nature to tasks
• Excellent written and verbal communication
• The ideal candidate is a self-driven, team player that thrives in a fast-paced environment, with the ability to manage multiple deliverables and deadlines, learn quickly, and take directions
• Degree in communications, English, marketing, technical writing, business administration, or related field
• Experience within the architecture, engineering, or construction fields
• Experience with Adobe Creative Cloud and Adobe Acrobat
• Experience with Notion or similar content management systems
• Ability to learn new software with minimal oversight

Benefits

• Heath Care (100% Employee/50% Dependents Premium Coverage)
• Dental (100% Employee/50% Dependents Premium Coverage)
• Vision
• Short- and Long-Term Disability (100% Employee Premium Coverage)
• Life and Accidental Death Insurance (100% Employee Premium Coverage)
• 401K (3.5% Match)
• Paid Time Off (160 Hours per year)
• Holidays (Federal Holidays observed)
• Professional Development Assistance

Company Overview