We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of our engineering firm. As an essential member of our team, you will play a critical role in ensuring smooth office operations, facilitating communication across departments, and helping maintain our commitment to excellence and client satisfaction.
Note: The role is strictly for candidates within the United States onlu.
The ideal candidate will have a strong administrative background, excellent communication skills, and the ability to juggle multiple tasks in a fast-paced environment. Experience within an engineering or technical setting is preferred, but not mandatory.
Key Responsibilities
1. Office Administration & Coordination
- Manage day-to-day office activities to ensure smooth operation and workflow.
- Coordinate office supplies and inventory management, ensuring that essential equipment and materials are always available.
- Handle incoming calls, emails, and correspondence, responding to inquiries and directing them to the appropriate team members.
- Assist in maintaining and organizing physical and electronic filing systems for projects, documents, and contracts.
- Organize and schedule meetings, appointments, and events for team members, including internal and external client meetings.
- Prepare and distribute meeting agendas and minutes, ensuring all team members are informed and prepared.
- Assist with travel arrangements and itineraries for employees, including booking flights, accommodations, and transportation.
- Maintain office safety and cleanliness, addressing any administrative issues promptly.
2. Project Support & Coordination
- Assist engineers and project managers with administrative tasks related to ongoing projects.
- Track project schedules, deadlines, and milestones to ensure that all team members are aligned.
- Prepare and maintain reports, spreadsheets, and presentations for project updates and client communications.
- Assist with contract preparation, procurement documents, and other related paperwork.
- Act as a liaison between internal teams and clients, ensuring effective communication and timely delivery of project updates.
3. Document Management & Data Entry
- Maintain accurate and up-to-date records of contracts, project documents, invoices, and other relevant materials.
- Handle confidential and sensitive information with discretion and in accordance with company policies.
- Assist in data entry, ensuring accuracy and timely updates of company records and databases.
- Support document submission processes for engineering projects, ensuring compliance with industry standards and regulations.
4. Communication & Client Relations
- Serve as the first point of contact for clients, vendors, and stakeholders, ensuring a professional and friendly interaction.
- Facilitate communication between various departments, ensuring timely responses to inquiries and requests.
- Assist in the preparation of client presentations, proposals, and other marketing materials.
- Foster positive relationships with clients and vendors, supporting the companys mission to build long-term partnerships.
5. Financial Support & Administration
- Assist with basic accounting tasks, such as invoicing, expense tracking, and processing payments.
- Ensure that purchase orders, invoices, and receipts are properly documented and processed in accordance with company procedures.
- Assist in maintaining budgets for ongoing projects, working closely with the finance team to ensure accuracy.
Skills & Qualifications
Required Skills & Qualifications:
- High school diploma or equivalent; additional administrative or business certifications preferred.
- 1+ years of experience in an administrative role; prior experience in an engineering or technical environment is a plus.
- Proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
- Strong communication skills (written and verbal) with a professional and courteous demeanor.
- Excellent organizational and time-management abilities, with the ability to handle multiple tasks and deadlines.
- Ability to work independently and as part of a collaborative team.
- Detail-oriented with a high degree of accuracy in all administrative tasks.
- Proactive and solution-oriented attitude toward challenges and problem-solving.
Job Types: Full-time
Pay: $21.00 - $26.00 per hour
Experience: 1 year (Preferred)
Expected hours: 40 per week
Work Location: Hybrid
Schedule:
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off (PTO)