What are the responsibilities and job description for the Office Administrator position at Harley Ellis Devereaux?
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
Salary : $30 - $45