Office Administrative Assistant

Administrative Assistant

Position Summary

We are seeking a detail-oriented and organized Administrative Assistant to support daily operations within our civil engineering company. This position plays a key role in maintaining office efficiency, coordinating project documentation, assisting technical staff, and providing professional communication with clients, municipalities, contractors, and vendors.

The ideal candidate is dependable, professional, and capable of handling multiple tasks in a fast-paced engineering environment.

Key Responsibilities

• Answer and direct phone calls, emails, and client inquiries
• Prepare, format, and organize engineering reports, proposals, contracts, and correspondence
• Maintain project files, records, and document management systems
• Assist with permit applications, municipal submissions, and tracking deadlines
• Schedule meetings, inspections, and appointments for engineering staff
• Coordinate incoming and outgoing mail, packages, and deliveries
• Support billing, invoicing, timesheets, and expense tracking
• Assist with data entry and maintaining spreadsheets and databases
• Order office supplies and coordinate office maintenance needs
• Communicate professionally with clients, contractors, surveyors, and government agencies
• Help prepare bid packages, presentations, and project documentation
• Maintain confidentiality of company and client information

Qualifications

• High school diploma or equivalent required; associate degree preferred
• Previous administrative or office experience preferred, ideally in engineering, construction, surveying, or related industries
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Experience with accounting software, project management software, or document management systems is a plus

Preferred Skills

• Familiarity with civil engineering, land development, surveying, or construction terminology
• Experience handling permits, municipal applications, or project tracking
• Knowledge of scheduling and coordination in a professional services environment

Work Environment

• Office-based position with occasional interaction with field personnel and clients
• Standard business hours with potential overtime during busy project periods

Compensation & Benefits

• Competitive salary based on experience
• Health insurance and retirement benefits
• Paid vacation and holidays
• Opportunities for professional growth and advancement