Engineering Administrative Specialist

Job Description

Job Description

Position Overview:

The Engineering Administrative Specialist provides administrative and technical support to engineering staff by assisting with proposals, studies, contracts, project documentation, and the daily operations of the office. 

 

This position plays an important role in ensuring project deliverables, bid documentation, and client communications are organized, accurate, and professionally prepared. The role serves as a key support position for project managers and engineering staff while helping maintain an efficient and welcoming office environment.

 

The ideal candidate is highly organized, detail oriented, and comfortable working with technical documents, spreadsheets, and deadlines in a fast-paced consulting environment. Experience working in an engineering, architecture, surveying, or construction related office environment is beneficial. Familiarity with preparing technical documents, proposals, and bid-related materials is preferred.

 

Key Responsibilities:

Administrative & Project Support:

• Prepare and maintain project tracking systems and documentation.
• Assist project managers with project setup, documentation, and project close-out.
• Coordinate internal document review and revisions.
• Support engineers with document formatting, printing, and assembly of reports, plans, and proposal packages.
• Meeting coordination, preparation of meeting minutes, and coordination of action items. 
• Track project budgets and assist with reporting. 
• Permitting and regulatory support. 
• Provide general day-to-day office support.
• Answer incoming phone calls and direct inquiries to appropriate staff.
• Greet and assist clients and visitors to the office in a professional manner.
• Order and maintain office supplies and coordinate vendor orders as needed.

Proposal & Study Support:

• Assist engineers and project managers in preparing engineering studies, master plans, reports, technical memorandums, and proposals.
• Assist with marketing materials and client communications. 
• Proofread technical documents for clarity, formatting, grammar, and consistency.
• Compile proposal packages, resumes, project descriptions, and supporting documentation.
• Assist with proposal formatting and production for client submittals.

Contracts & Documentation:

• Assist with the preparation and tracking of professional service agreements and contracts.
• Maintain organized electronic and physical project files.
• Ensure proper documentation is included in project records.

Bid & Procurement Support:

• Assist with bid openings and bid tabulations.
• Compile contractor bid documents and maintain bid records.
• Assist with preparing addenda and bid packages.

Quality Control:

• Review documents for formatting consistency and completeness.
• Assist with maintaining document standards and templates.

Qualifications:
Preferred Experience:

• 1+ years of administrative or coordination experience in an engineering, construction, or professional services environment.
• Experience supporting proposals, reports, or technical documents preferred.

  Skills:

• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Excellent proofreading and document formatting skills.
• Highly organized with strong attention to detail.
• Experience with document management systems. 
• Ability to manage multiple deadlines and priorities.
• Strong oral and written communication skills.

  Education:

• Associate’s or Bachelor’s degree in business administration, engineering, or related technical field preferred.
• 1+ years experience in administrative or project support role.
• Experience supporting engineering, construction, or professional services firms preferred.

Salary: $XX - $XX (DOE)

Why Dyer?

• Growing company with three offices and about thirty employees.
• Opportunity for diverse projects.
• Competitive wages.
• Company health care and retirement plans.
• Reimbursement for professional registration and renewals.
• Company events.
• Equal opportunity employer.
• Excellent for personal and professional growth.

 

Visit our website at to see samples of our work.

Email or mail cover letter and resume to the Office Manager: 

Rachel Arbuckle, 

The Dyer Partnership, Engineers & Planners, Inc. 

1330 Teakwood Avenue, Coos Bay, OR 97420

View email address on us.fitly.work