Job Description
POSITION SUMMARY
Provide administrative and operational support to ensure the efficient day-to-day functioning of an engineering and architecture firm. This role is responsible for managing correspondence, coordinating meetings and calendars, maintaining project documentation, supporting proposal and contract processes, and assisting directors and technical teams with administrative tasks. The Administrative Assistant serves as a key point of coordination between clients, consultants, vendors, and internal staff while maintaining organized records and supporting project workflow efficiency. KEY RESPONSIBILITIES
Manage incoming phone calls, emails, and visitors, directing inquiries to the appropriate departments while providing professional customer service. Receive, organize, distribute, and track internal and external correspondence, packages, submittals, and deliveries. Maintain organized physical and digital filing systems for project documents, contracts, permits, proposals, drawings, and administrative records. Draft, format, and prepare letters, reports, meeting minutes, emails, proposals, and other administrative or project-related documents. Provide direct administrative support to directors, project managers, architects, and engineers, including calendar management, travel coordination, and task follow-up. Coordinate meetings, conference calls, and client appointments, ensuring efficient scheduling and conflict resolution. Support meeting logistics, including preparing agendas, reserving conference rooms, coordinating virtual meetings, preparing materials, and documenting follow-up actions. Assist with proposal preparation, qualification packages, bid documentation, and other materials required for business development and project pursuits. Support document control processes by organizing and tracking project documentation, revisions, submittals, and deadlines. Monitor office supply inventories and coordinate purchases with vendors as needed. Assist with preparation of presentations, spreadsheets, reports, and project documentation requiring strong attention to detail and organization. Coordinate internal administrative activities and support operational tasks to ensure smooth office and project workflow. QUALIFICATIONS / SKILLS
Associate degree or bachelor's degree in Business Administration, Office Administration, or related field preferred; or one to three years of related administrative experience in an engineering, architecture, or construction environment; or an equivalent combination of education and experience. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management platforms. Experience working with proposals, project documentation, contracts, or construction/design-related administrative processes preferred. Strong organizational, multitasking, and time-management skills. Excellent attention to detail and accuracy in documentation and data management. Ability to prioritize tasks and work independently in a fast-paced professional environment. Strong interpersonal, communication, and customer service skills. Ability to maintain confidentiality and professionalism when handling sensitive information. English and Spanish fluency preferred. Job Type:
Full-time Pay:
$14.00 - $16.00 per hour Experience:
Customer service: 1 year (Preferred) Work Location:
In person
