Administrative Assistant – Project Support

West Plains Engineering (WPE) offers a unique career opportunity in a region known for its welcoming communities, stable economy, and exceptional quality of life. We provide our team with the tools and support to thrive professionally while contributing to meaningful engineering projects. Our culture emphasizes learning, mentoring, and collaboration, both within our offices and in the communities we serve.

POSITION SUMMARY

This full-time, hourly position reports to the Office Manager and supports our engineering and project teams with a blend of administrative and project-support tasks. Building on WPE’s Administrative Assistant role, this position takes on added responsibility for helping Project Managers track schedules, coordinate documents, and monitor basic budget and billing information. This remains an entry-level, non-exempt role with no independent authority over contracts, budgets, or expenditures.

You’ll be involved in everything from greeting guests and answering phones to compiling project documents, tracking shop drawing submittals, and supporting invoice and expense tracking. We’re looking for someone who is eager to learn, enjoys working in a team environment, and takes pride in helping projects run smoothly. You’ll work closely with internal and external teams throughout all phases of our projects, gaining exposure to a wide range of engineering services and business operations.

RESPONSIBILITIES

Job responsibilities include, but are not limited to:

• Serve as the first point of contact for visitors and callers
• Maintain office supplies, including ordering and shopping as required, and coordinate with vendors
• Support and coordinate office activities for staff
• Assemble project documents, bid packets, and promotional materials
• Provide an additional set of eyes for quality control on project deliverables
• Track shop drawing submittals and manage project data in our CRM/ERP systems
• Assist Project Managers with tracking project schedules, budgets, timelines, and milestones, and flag changes or delays for review
• Compile and organize project budgets, expense logs, and invoices for Project Manager review
• Support billing and basic bookkeeping tasks under the direction of accounting or project staff
• Support meeting logistics, including scheduling, agendas, and distributing meeting notes for project teams and clients
• Track outstanding accounts receivable (AR) and maintain client contact to provide status updates
• Learn and teach others how to use office software and equipment

MINIMUM QUALIFICATIONS

The successful candidate will demonstrate:

• High school diploma or GED required
• Strong communication and organizational skills
• Proficiency in Microsoft Office Suite, particularly Word and Excel
• Valid driver’s license required to run office errands and deliver materials as needed; a company vehicle is available for use during these tasks
• Friendly, professional demeanor and a team-oriented mindset
• Comfort managing multiple deadlines and shifting between administrative and project-support tasks

PREFERRED QUALIFICATIONS

• Associate degree in business, technology, or systems
• Prior administrative, clerical, or project-coordination experience
• Experience in a construction or engineering environment
• Familiarity with Unanet CRM, Unanet AE ERP, Cosential, shipping platforms (UPS, FedEx), SpecLink specification software, and PDF software

BENEFITS

At West Plains Engineering, we offer a comprehensive benefits package for full-time employees. Benefit options include Medical, Dental, Vision, Pharmacy, Health Savings Account, Life Insurance, Supplemental Life Insurance, Accidental Death & Dismemberment Insurance, Short-Term Disability Insurance, Long-Term Disability Insurance, Employee Assistance Program, Telehealth, 401(k) with Company Match, Paid Leave, and Paid Holidays.