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.ResponsibilitiesCoordinating and expediting documents and forms to necessary partiesOrganizing, tracking, and maintaining company and employee certificationsDeveloping and maintaining company project databasesManaging company submissions to subcontractor portalsCompleting and submitting prequalification and compliance forms for clientsPurchasing and maintaining inventory of office supplies, including but not limited to stocking the office snacks and coffee as neededTracking requests for company mobile phones and placing orders as neededAssisting with general office housekeeping to ensure a clean, well-stocked, and organized work environmentAssisting staff who require additional administrative support (e.g., composing business correspondence, mailing, emailing, ordering assistance, etc.)Maintain and track industry membershipsTracking and coordinating conferences, including registrations, travel arrangements as needed, hotel reservations, conference materials, etcAssisting with the company monthly newsletter, including gathering content, drafting articles, editing, and coordinating distributionAssisting with quarterly environmentally focused internal email newsletterTechnical editing for project workWorking directly with Management, clients, and workforce to ensure a smooth-running company, as well as handling occasional off-site tasks such as pickups and mailingsAssisting with compliance-related document tracking for quality and securityProviding support for compliance-related annual audits and quarterly maintenance of filesSkillsAssociate degree in related field or equivalent combination of education, experience, and training that provides the required knowledge and skillsMinimum of 1-year relevant experienceStrong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to format documents and manage data effectivelyDemonstrated strong organizational skills, attention to detail, and a proactive nature to tasksExcellent written and verbal communicationThe 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 directionsDegree in communications, English, marketing, technical writing, business administration, or related fieldExperience within the architecture, engineering, or construction fieldsExperience with Adobe Creative Cloud and Adobe AcrobatExperience with Notion or similar content management systemsAbility to learn new software with minimal oversightBenefitsHeath Care (100% Employee/50% Dependents Premium Coverage)Dental (100% Employee/50% Dependents Premium Coverage)VisionShort- 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 AssistanceCompany OverviewHana Engineers & Consultants, LLC (Hana) is a minority-owned small business established in 2013. It was founded in 2013, and is headquartered in Richmond, Virginia, USA, with a workforce of 51-200 employees. Its website is https://hanaengineers.com.



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