Administrative Assistant

About Us:

Idaho Survey Group provides professional land surveying services across Idaho and Oregon, collaborating with architects, contractors, developers, and engineering teams on diverse projects. With over 30 years of experience, the company specializes in a wide range of services, including ALTA surveys, subdivision platting, flood certificates, boundary surveys, topographic surveys, property line adjustments, and construction staking. The team is dedicated to delivering precise and reliable surveying services tailored to client needs.

Role Description:

Idaho Survey Group is seeking a full-time, onsite Administrative Assistant to join our Boise, Idaho office. This role provides critical administrative and project coordination support to the Senior Land Surveying Project Manager. This position is responsible for scheduling projects and field crews, coordinating bid requests and proposal deadlines, setting up new projects, maintaining project records, and tracking project progress from initiation through completion. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced professional environment.

Key Responsibilities:

Project Scheduling and Coordination:

· Schedule and coordinate land surveying projects with clients, field crews, subcontractors  

  and project managers.

· Maintain and update project schedules, calendars, and resource allocations.

· Monitor project timelines and communicate scheduling changes to all stakeholders.

· Coordinate with Project Manager and office staff to ensure proper field crew assignments

  and ensure projects are properly staffed.

Bid and Proposal Administration:

· Schedule bid deadlines, proposal submissions, and project interviews.

·Track Requests for Proposals (RFPs), Invitations to Bid (ITBs), and other opportunities.

·Assist in preparing, organizing, and submitting proposals and bid documents.

·Track proposal status and communicate updates to management.

·Maintain bid logs and track proposal outcomes.

Project Tracking and Coordination:

·Open new project files and maintain accurate project records.

·Track project progress through completion and invoicing?

·Monitor deadlines, deliverables, permits and client requirements.

·Update project management systems and maintain accurate status reports.

·Coordinate project closeout documentation and record retention.

Client and Office Support:

·Serve as the primary point of contact for incoming calls, emails, and client inquiries.

·Provide clients with project status updates and scheduling information.

·Maintain professional relationships with clients, contractors, title companies, engineers

 and government agencies.

·Prepare correspondence, reports, spreadsheets and other administrative documents.

Qualifications:

Required:

High school diploma or equivalent.

Minimum of 2 years of administrative project coordination, or office support experience.

Must be organized and detail oriented.

Proficient in Microsoft Office Suite (Word, Excel, Outlook).

Ability to meet deadlines and prioritize tasks in a fast-paced environment.

Preferred:

Experience in land surveying, engineering, construction, architecture, or a related professional services industry.

Familiarity with project scheduling software and CRM systems.

Experience preparing bids, proposals, or contracts.

Knowledge of survey terminology, permitting processes, or construction project workflows.

Compensation & Benefits

Compensation: 

$20 - $30 hourly, depending on experience and qualifications.

Benefits Include:

· Paid holidays each year

· Flexible paid time off

· Paid sick days

· Paid paternity / maternity leave for birth or adoption

· Medical insurance with 100% of employee premium paid and 50% of spouse/child/family   

  premium paid

· Life and accidental death insurance

· Annual bonus opportunities

· 401(k) retirement plan with employer match

Ideal Candidate:

A motivated professional who thrives in a detail-driven environment, enjoys coordinating multiple projects simultaneously, and takes pride in helping a land surveying team deliver accurate and timely services to clients.

We are an Equal Opportunity Employer and do not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status.