Administrative Assistant

About the job Administrative Assistant

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Monday to Friday

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off (PTO)

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off (PTO)