Administrative Assistant for Engineering Firm

Administrative Assistant

Division: Engineering / Construction

Reports To: Project Managers and Engineers

Work Schedule: Full-Time (40 hours per week), with the ability to work additional hours as needed.

Position Summary

The Administrative Assistant provides administrative and operational support to Project Managers and Engineers within a consulting engineering environment. This role is responsible for coordinating daily administrative activities, supporting project documentation and contracts, assisting with invoicing and collections, maintaining organized records, and providing exceptional customer service to both internal and external clients.

The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities simultaneously, and demonstrates professionalism in all communications.

Essential Responsibilities

Administrative Support

• Provide day-to-day administrative support to Project Managers and Engineers.
• Answer incoming telephone calls, respond to inquiries, direct calls, and take messages.
• Coordinate schedules, meetings, and appointments.
• Maintain supervisors' calendars and arrange meetings as required.
• Prepare, edit, and distribute reports, proposals, correspondence, and other business documents.
• Perform general office duties including printing, copying, scanning, filing, organizing, mailing, and document management.
• Order office supplies and maintain inventory as needed.

Project & Contract Administration

• Assist with scheduling projects and coordinating daily project activities.
• Maintain project documentation and electronic project files.
• Assist with the preparation and administration of new and existing contracts.
• Maintain accurate electronic filing systems and standard document templates.
• Assist Project Managers and Engineers in developing, organizing, and maintaining project documentation.
• Research and compile information to respond to internal and external requests.
• Complete governmental forms and documentation required for municipal, county, state, and other public agency project submittals.
• Serve as a witness for document execution when required.

Accounting Support

• Prepare client invoices.
• Perform light accounts receivable functions.
• Monitor customer payments and assist with collection efforts.
• Maintain accurate billing and payment records.

Marketing & Business Development

• Support marketing and business development initiatives.
• Research potential clients and project opportunities.
• Assist with procurement of new business opportunities.
• Contact prospective clients and distribute company information and marketing materials.

General Responsibilities

• Prioritize multiple assignments with minimal supervision.
• Maintain accurate records and complete reports in a timely manner.
• Complete daily timekeeping and labor reports in accordance with company policies.
• Follow all company policies, procedures, and safety requirements.
• Contribute positively as a collaborative member of the team.
• Perform other duties as assigned.

Qualifications

Required Qualifications

• Minimum of two (2) years of administrative or executive support experience, preferably supporting senior management or technical professionals.
• Professional verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple tasks while meeting deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Advanced proficiency with Microsoft Office Suite, including:
• Word (advanced document formatting)
• Excel (spreadsheets and data management)
• Outlook
• PowerPoint
• Ability to work independently and as part of a collaborative team.
• Bilingual in English and Spanish (written and verbal).

Preferred Qualifications

• Experience in engineering, architecture, or construction industry.
• Experience with project coordination, contracts, invoicing, or accounts receivable.
• Familiarity with public agency permitting or government project documentation.

Physical Requirements

• Prolonged periods of sitting while working at a computer.
• Occasionally lift or move office materials weighing up to 25 pounds.
• Ability to communicate effectively in person, by telephone, and electronically.

Equal Employment Opportunity

Pacifica Engineering Services, LLC is an Equal Opportunity Employer (EEO/AA/Disability/Veteran) and maintains a Drug-Free Workplace.

Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Job Type: Full-time

Pay: $18.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Administrative: 1 year (Required)

Work Location: In person