Job Description

Job Overview

Our structural engineering consulting firm is seeking a detail-oriented and organized Administrative Assistant to support day-to-day office operations, bookkeeping, and project coordination. This role is essential in maintaining smooth office workflows, assisting with client invoicing and payments, tracking continuing education for engineers, and supporting marketing and proposal efforts. Candidate needs to be professional, reliable and proactive in managing responsibilities. Candidate must possess a willingness to learn new skills as needed and be capable of working both independently and collaboratively in a small office environment.

Duties

Greet visitors warmly and professionally, directing them to the appropriate personnel or department Answer multi-line phone systems promptly and courteously, practicing excellent phone etiquette Manage front desk operations, including handling incoming and outgoing mail and deliveries Prepare and send invoices, record payments, process bills, and maintain financial records in Quickbooks Track engineers' continuing education hours and assist with professional liability insurance documentation Perform data entry, proofreading, and document management tasks with accuracy and attention to detail Support office management activities such as supply inventory, equipment maintenance, and general administrative support Maintain organized electronic and physical filing systems for project, client and administrative records Support personal assistant duties such as calendar management, travel arrangements, or special project coordination as required

Skills

Proven experience in office administration or clerical roles with strong organizational skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) Proficiency in QuickBooks for bookkeeping and basic accounting functions Excellent computer literacy with the ability to learn new software quickly Strong typing skills with high accuracy; attention to detail in proofreading documents Exceptional customer service skills with a friendly yet professional demeanor Ability to handle multi-line phone systems confidently while maintaining excellent phone etiquette Experience in front desk operations in the Architectural or Engineering industry is a plus Knowledge of office management best practices including filing systems, data entry, and time management techniques Ability to prioritize tasks efficiently in a fast-paced environment while maintaining professionalism
This role is perfect for someone eager to grow their administrative career in a supportive environment that values initiative, organization, and excellent communication. Join our collaborative small-office environment and support our dynamic engineering team! Flexible hours include Monday-Friday 8:00am-3:00pm

Job Type: Full-time

Pay: $22.25 - $26.25 per hour

Expected hours: 30 - 35 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Paid time off Vision insurance
Work Location: In person