ADMINISTRATIVE ASSISTANT

We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of our engineering firm. As an essential member of our team, you will play a critical role in ensuring smooth office operations, facilitating communication across departments, and helping maintain our commitment to excellence and client satisfaction. Note: The role is strictly for candidates within the United States onlu. The ideal candidate will have a strong administrative background, excellent communication skills, and the ability to juggle multiple tasks in a fast-paced environment. Experience within an engineering or technical setting is preferred, but not mandatory. Key Responsibilities 1. Office Administration & Coordination • Manage day-to-day office activities to ensure smooth operation and workflow. • Coordinate office supplies and inventory management, ensuring that essential equipment and materials are always available. • Handle incoming calls, emails, and correspondence, responding to inquiries and directing them to the appropriate team members. • Assist in maintaining and organizing physical and electronic filing systems for projects, documents, and contracts. • Organize and schedule meetings, appointments, and events for team members, including internal and external client meetings. • Prepare and distribute meeting agendas and minutes, ensuring all team members are informed and prepared. • Assist with travel arrangements and itineraries for employees, including booking flights, accommodations, and transportation. • Maintain office safety and cleanliness, addressing any administrative issues promptly. 2. Project Support & Coordination • Assist engineers and project managers with administrative tasks related to ongoing projects. • Track project schedules, deadlines, and milestones to ensure that all team members are aligned. • Prepare and maintain reports, spreadsheets, and presentations for project updates and client communications. • Assist with contract preparation, procurement documents, and other related paperwork. • Act as a liaison between internal teams and clients, ensuring effective communication and timely delivery of project updates. 3. Document Management & Data Entry • Maintain accurate and up-to-date records of contracts, project documents, invoices, and other relevant materials. • Handle confidential and sensitive information with discretion and in accordance with company policies. • Assist in data entry, ensuring accuracy and timely updates of company records and databases. • Support document submission processes for engineering projects, ensuring compliance with industry standards and regulations. 4. Communication & Client Relations • Serve as the first point of contact for clients, vendors, and stakeholders, ensuring a professional and friendly interaction. • Facilitate communication between various departments, ensuring timely responses to inquiries and requests. • Assist in the preparation of client presentations, proposals, and other marketing materials. • Foster positive relationships with clients and vendors, supporting the companys mission to build long-term partnerships. 5. Financial Support & Administration • Assist with basic accounting tasks, such as invoicing, expense tracking, and processing payments. • Ensure that purchase orders, invoices, and receipts are properly documented and processed in accordance with company procedures. • Assist in maintaining budgets for ongoing projects, working closely with the finance team to ensure accuracy. Skills & Qualifications Required Skills & Qualifications: • High school diploma or equivalent; additional administrative or business certifications preferred. • 1+ years of experience in an administrative role; prior experience in an engineering or technical environment is a plus. • Proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems. • Strong communication skills (written and verbal) with a professional and courteous demeanor. • Excellent organizational and time-management abilities, with the ability to handle multiple tasks and deadlines. • Ability to work independently and as part of a collaborative team. • Detail-oriented with a high degree of accuracy in all administrative tasks. • Proactive and solution-oriented attitude toward challenges and problem-solving. Job Types: Full-time Pay: $21.00 - $26.00 per hour Experience: 1 year (Preferred) Expected hours: 40 per week Work Location: Hybrid Schedule: • Monday to Friday Benefits: • 401(k) matching • Dental insurance • Health insurance • Life insurance • Paid time off (PTO)