Administrative Assistant

Administrative Assistant

AHA Consulting Engineers, Inc. is seeking an Administrative Assistant for our Alpharetta, GA office. This full-time, on-site role supports a dynamic team of engineers and designers in a fast-paced, MEP consulting environment. The ideal candidate is organized, proactive, and detail-oriented comfortable with constant change and managing everything from specifications formatting and project correspondence to day-to-day office operations and support.

This is a great opportunity for someone who thrives in a collaborative professional environment, takes initiative, and values being a key contributor to a growing, people-focused firm.

Key Responsibilities:

• Complex Word Processing of project book specifications using MasterSpec through Word.
• Prepare, format project correspondence and reports: letters, memos, meeting notes, narratives of drawing changes, owner/permit comment response memos and EFTAs.
• Set up project reports (due diligence, schematic design, scope of work); maintain and distribute project schedules; send calendar reminders to project teams.
• Set up Site Visit/Punch List reports; manage folder setup/naming and drawing lists; set up Bluebeam Revu.
• Provide backup support for Construction Administration (CA) processing of RFIs and submittals, as needed.

Office & Administrative Operations:

• Answer and route incoming phone calls; answer front door in lobby.
• Manage and maintain the Alpharetta office global calendar in Outlook.
• Help with keeping common areas, kitchen and conference rooms organized.
• Order office lunches and food; coordinate and support vendor lunch-and-learn setup and breakdown.
• Handle mail pickup, FedEx shipping (as needed).
• Maintain and update Admin templates (as needed) and Atlanta employee lists.

Business Development & Proposals (Long-Term):

• Format and assemble proposals per AHA standards; assist with terms and conditions, contract review, and consultant budgets/contracts.

Position Qualifications (Required):

• High school diploma or equivalent.
• Minimum 5 years' experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to multi-task in a fast-paced environment.
• Self-starter; takes initiative and works effectively with minimal supervision.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.

Position Qualifications (Preferred):

• Bachelor's degree.
• Experience working in an architecture, engineering, or construction (AEC) firm.
• Familiarity with Newforma, Bluebeam, or MasterSpec.

Equal Opportunity Employer AHA is an EO/AA Employer M/F/Disability/Veterans

Staffing Firms Notice AHA does not accept unsolicited resumes from staffing firms unless a current, executed agreement is in place and has been expressly invited by AHA to submit candidates for a specific search.