Administrative Specialist

Position Overview:

The Administrative Specialist plays a key role in supporting our engineering team by managing a diverse range of administrative and reporting tasks. This position also consists of writing and managing grant applications, making it ideal for someone with strong writing skills and a background in grant administration. The ideal candidate will be organized, efficient, and skilled in handling reports, invoicing, filing, and various coordination tasks with a keen eye for accuracy and detail.

Key Responsibilities:

• Reporting: Prepare, review, and edit detailed reports and presentations related to engineering projects, ensuring accuracy and consistency.
• Invoicing: Process and manage invoicing activities, including preparing invoices, tracking payments, and resolving billing issues.
• Filing and Documentation: Organize and maintain project files and documentation, ensuring all records are accurate, up-to-date, and easily accessible.
• Coordination: Coordinate meetings, project timelines, and communications between engineering teams and clients. Manage calendars and schedule appointments as needed.
• Review and Writing: Assist in drafting and reviewing proposals, contracts, and other key documents, ensuring clarity and compliance with company standards.
• Grant Writing and Management: Write, edit, and manage grant proposals, ensuring alignment with funding requirements and project objectives. Track grant deadlines, reports, and compliance.
• Office Support: Handle general administrative tasks such as answering phones, managing correspondence, and maintaining office supplies and equipment.

Qualifications:

• Bachelor’s degree in Mathematics, English, Business Administration, or a related field required.
• Proven experience in a similar role, with a focus on reporting, financial documentation, and grant writing.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management and invoicing software.
• Strong organizational and multitasking skills with excellent attention to detail.
• Exceptional written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Professional demeanor and a proactive attitude.

Preferred Qualities:

• Problem Solver: Ability to approach challenges creatively and find effective solutions.
• Proactive: Demonstrates initiative and anticipates needs before they arise.
• Works Well Under Pressure: Capable of maintaining composure and efficiency in high-stress situations.
• Minimal Supervision: Ability to work independently and effectively with minimal instructions.

Why Join Us?

Competitive salary and benefits package.

Opportunity to contribute to a leading engineering firm and work alongside a talented team.

Supportive and inclusive company culture.

Opportunities for professional growth and development.

How to Apply:

Interested candidates should submit their resume and a cover letter outlining their qualifications and experience to info@am-engr.com with the subject line “Administrative Specialist Application – [Your Name].”

A&M Consulting Engineers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

We look forward to hearing from you!

Job Types: Full-time, Part-time, Contract

Benefits:

401(k)

401(k) matching

Dental insurance

Flexible schedule

Health insurance

Paid time off

Vision insurance

Schedule:

40-hr work week

Monday to Friday

Experience:

Administrative: 2 years (Required)

Grant writing: 2 years (Preferred)

Language:

Spanish (Preferred)

Work Location:

In person in Visalia, CA 93292 (Required)

Ability to Commute:

Visalia, CA 93292 (Required)