What are the responsibilities and job description for the Administrative Assistant (PT) position at ARRO Consulting, Inc.?
General Overview
The Part-Time Administrative Assistant provides administrative and clerical support to engineering staff while serving as the primary point of contact for incoming office communications. This position is responsible for answering and directing phone calls, assisting with engineering and permitting documentation, maintaining organized project files, and supporting the day-to-day administrative functions of the office. The ideal candidate is organized, detail-oriented, customer-focused, and able to effectively manage multiple priorities in a fast-paced consulting environment.
This position will report directly to the Technical Assistant.
Essential Job Responsibilities
Office Administration
- Answer, screen, and direct incoming telephone calls in a professional and courteous manner.
- Greet visitors, clients, and vendors, ensuring a welcoming office environment.
- Monitor and respond to general office email inquiries or direct them to the appropriate staff.
- Maintain office supplies and coordinate orders as needed.
- Assist with scheduling meetings, conference rooms, and appointments.
- Perform general administrative tasks including filing, copying, scanning, and document preparation.
- Distribute incoming mail and coordinate outgoing mail and package shipments.
Engineering & Permitting Support
- Provide administrative support to engineering staff for municipal, water/wastewater, and environmental projects.
- Prepare, format, proofread, and assemble engineering reports, proposals, correspondence, and technical documents.
- Assist with the preparation, organization, and submission of permit applications to local, state, and federal agencies.
- Maintain electronic and hard-copy project files in accordance with company document management procedures.
- Coordinate document signatures, permit tracking, and filing deadlines.
- Assist with project closeout documentation and records management.
- Support engineers with document revisions, printing, binding, and distribution of project plans and reports.
Project Coordination
- Assist with maintaining project tracking logs and permitting schedules.
- Coordinate administrative tasks related to project deliverables.
- Support project managers with meeting agendas, minutes, and correspondence.
- Help ensure project documentation is complete, accurate, and submitted on schedule.
Customer Service
- Respond professionally to client inquiries and direct requests to appropriate staff.
- Maintain confidentiality of client and company information.
- Foster positive working relationships with clients, regulatory agencies, and internal team members.
- Perform other duties as assigned.
Skills/Knowledge
- High school diploma or equivalent required; Associate degree in Business Administration or a related field preferred.
- Minimum of two (2) years of administrative support experience, preferably in an engineering, architecture, construction, consulting, or professional services environment.
- Experience preparing technical documents or permitting documentation is preferred.
- Experience working in a customer service or receptionist role is preferred.
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Exceptional organizational skills and attention to detail.
- Ability to prioritize multiple assignments while meeting deadlines.
- Strong proofreading and document formatting abilities.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Adobe Acrobat.
- Ability to learn document management systems and permitting processes.
- Ability to work independently while collaborating effectively with a team.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong problem-solving and time management skills.
Physical Requirements – Work Environment
- Ability to sit for extended periods while working at a computer.
- Ability to frequently use hands and fingers to operate office equipment.
- Ability to occasionally stand, walk, bend, and reach.
- Ability to occasionally lift and carry up to 25 pounds.
- Ability to communicate effectively in person and by telephone.