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HED

Office Administrator - Part-time (20 hours/week)

HED
San Francisco, CA, USPosted 2 weeks ago
onsiteRegular Part Time

Job Description

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
About HED
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Office Administrator - Part-time (20 hours/week) at HED | Renata