Administrative Office Assistant

Administrative Office Assistant

At Salas O'Brien we tell our clients that we're engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That's why we're committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career-and they'll receive great total rewards along the way.

About Us:

Founded in 1975, Salas O'Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow's requirements are today's opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary: This Administrative Assistant role supports daily office operations by providing a wide range of administrative, coordination, and clerical services across multiple departments, including administrative, marketing, and accounting. The role also assists with document preparation, project tracking, and basic accounting tasks, including data entry and reporting in Deltek. This position offers exposure to administrative, marketing, and accounting functions. The ideal candidate is detail-oriented, organized, and proactive, with strong communication skills and the ability to multitask in a fast-paced environment.

Responsibilities:

• Answer/screen/route calls/emails, greet/direct visitors
• Coordinate internal and lunch & learn meetings, set-up includes ordering food/beverages, tidy-up conference rooms for meetings
• Prepare mailings for regular, express and courier deliveries
• Order supplies for the office (upon request)
• Log in / log out project shop drawings and RFIs
• Assist with generating letters, proposals, reports, transmittals, and specifications
• Some data entry for accounting software (Deltek)
• Send monthly AR reports to clients
• Assign new proposal numbers for the PM's and opening new project numbers in Deltek
• Input new project numbers into the copiers for tracking
• Run monthly copier reports
• Assist with accounting data journal entries
• Run dishwasher (when in office)

Qualifications and Experience:

• 2+ years relevant experience
• Proficient in MS Word, Excel, PowerPoint, Outlook, (Adobe In-Design and CRM is a plus)
• Strong attention to detail with emphasis on accuracy and quality of work
• Strong oral/written communication skills
• Excellent interpersonal skills and a pleasant, positive, professional demeanor
• Must be reliable, flexible, proactive and able to multi-task
• Must have a willingness to help wherever needed
• Typing speed of 40+ WPM

This role provides a wide range of exposure into the administrative, marketing, and accounting departments.

Location : Philadephia, PA Tuesday-Thursday/Remote Monday and Friday


Travel : None

Compensation & Benefits:

The expected base hourly range for this role is $27.00 - $30.00 USD per hour. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here.

Equal Opportunity Employment Statement

Salas O'Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O'Brien will accommodate the disability-related needs of applicants as required by law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.