What are the responsibilities and job description for the Office Administrator (or Office Manager) position at Prudent Engineering?
About the Firm
Our mission: Transforming infrastructure with Passion and Kindness.
We provide quality, cost-effective engineering services to state and local governments and private-sector clients across New York State and Pennsylvania. Our project portfolio features experience in bridge, highway, and structural design; condition and safety inspection; civil and site engineering support; construction inspection and administration; survey and mapping; and hydrographic services.
Prudent Engineering is an Equal Opportunity Employer.
What you’ll be able to do
We are seeking an Office Administrator to support our Manager of Construction Inspection Services (PA) and Pennsylvania-based inspection staff. This is a full-time, in-person position based in our King of Prussia, PA office.
In this role, you will provide day-to-day administrative support in a technical, project-focused environment. You will help keep office operations organized, support inspection staff and leadership, and assist with documentation, scheduling, and coordination. The ideal candidate is detail-oriented, dependable, and comfortable working with engineering and construction professionals.
Key Responsibilities
- Provide administrative support to the Manager of Construction Inspection Services (PA), including scheduling, correspondence, and meeting coordination
- Serve as a point of contact for office communications, handling calls, emails, and inquiries professionally
- Assist with organizing and maintaining project documentation, correspondence, reports, and records
- Assist in general payroll and invoicing process’s
- Support onboarding coordination for inspection staff, including paperwork, time sheets, management and tracking of Certifications and training
- Maintain organized electronic filing systems to ensure documents are accurate and easily accessible
- Assist with preparation of presentations, reports, and other internal materials
- Coordinate travel arrangements and logistics for field and office staff
- Manage office supplies, equipment, and day-to-day administrative needs
- Support internal record-keeping and documentation processes related to construction inspection services
- Assist with general office coordination and administrative tasks to support team efficiency
The minimum requirements we seek
- High school diploma or equivalent required; associate or bachelor’s degree preferred
- 3–5 years of experience in an administrative or office support role
- Experience supporting engineering, construction, inspection, or consulting teams strongly preferred
- PennDOT ECMS experience strongly preferred
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency in Adobe and/or Bluebeam (PDF) preferred
- Strong organizational and time-management skills
- Clear written and verbal communication skills
- High attention to detail and ability to manage multiple priorities
- Ability to work independently and as part of a team
- A professional, positive, and reliable work style
- A valid driver’s license is preferred
What we will offer
- An annual salary: $65,000–$85,000
- Medical, dental, and vision benefits
- 401(k) with company match
- Paid time off plus paid holidays
- Opportunities for professional growth and career advancement
*Actual compensation may vary based on work experience, location, market conditions, education, training, certifications, and other credentials, as well as applicable knowledge and skills.
Salary : $65,000 - $85,000