Administrative Assistant

Hana Engineers and Consultants, LLC is seeking to hire a full-time Administrative Assistant for our Ashland, VA, office. This position is hybrid, consisting of remote and in-person work, with a requirement to be in the office for a minimum of two days per week.

Core Roles/Responsibilities

Administrative tasks, such as

• 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.

Marketing tasks, such as

• 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.

Other tasks, such as

• 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.

Minimum Qualifications:

• 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.

Preferred Qualifications:

• 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.

Work location:

• Ashland office; hybrid work with 2 days/week in office mandatory.

Pay:

• $45,000 - $55,000, depending on experience.

What We Offer

Hana is a full-service engineering and project management firm. We offer competitive salaries, a comprehensive benefits package, including full medical/dental insurance and 401K, and well-being programs to support you and your family. Hana is an equal opportunity employer and considers qualified applicants for employment without regard to race, gender, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.

We are always looking for motivated and talented people who have a drive to perform with excellence to join our team. At Hana, we promise that you are not just a number. We build an open and honest relationship with our employees and seek their input as we constantly strive to improve our products. We have a fun and flexible environment that aligns with our core values of accountability, communication, quality, work-life balance, and safety.

• 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