Administrative Assistant

Company Description

HMH Engineering is a full-service civil engineering firm serving clients across Idaho and Montana. Our team delivers large-firm expertise in a small, client-focused, and cost-efficient environment. Core services include construction engineering and inspection (CE&I), civil engineering design, materials testing, and surveying for cities, counties, highways, and private clients. HMH Engineering is committed to bringing projects to life with quality and efficiency while contributing positively to local communities. Team members join a collaborative environment that values practical solutions and meaningful impact.

Role Description

The Administrative Assistant is a full-time, on-site role based in Missoula, MT. This role supports daily office operations by answering and directing phone calls, greeting visitors, managing incoming and outgoing mail, and maintaining organized digital and physical files. The Administrative Assistant will schedule meetings, coordinate calendars, and assist with document preparation, including reports, correspondence, and basic data entry. This position also provides administrative support to leadership and project teams, such as preparing meeting materials, tracking deadlines, and updating internal records. The role involves working closely with colleagues across the firm to ensure an efficient, professional, and welcoming office environment.

Essential Functions

• Project coordination: Assist in schedule management, reports, and completion of paperwork promptly.
• Documentation management: Maintain and keep organized records of all contracts, permits, inspection reports, etc., in compliance with local, state, and federal regulations.
• Team support: Provide support to project managers and other team members, assisting with administrative tasks and project tracking.
• Communication: Act as a liaison between project teams, contractors, clients, and other agencies to facilitate effective communication and problem resolution.
• Assist the accounting department with various tasks as needed (e.g., invoicing, collections, etc.)
• Assist the proposal team with creating and distributing proposals
• Additional tasks may be assigned as necessary.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. This position requires the ability to lift office products and supplies occasionally, up to 20 pounds, and to bend and stand as necessary.

Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m., depending on project workload.

Travel

Occasional travel to local job sites within a 2-hour radius.

Required Education and Experience

• High School Diploma or GED
• 2-3+ years of administrative experience in an office setting
• Strong written and verbal skills
• Prior knowledge or use of Microsoft Office suite such as Word, Excel, Outlook, etc.

Preferred Education & Experience

• Associate's degree in business administration or an administrative-related degree
• 3+ years of admin assistance experience
• Experience in the AEC (Architecture, Engineering, Construction) industries
• Canva experience a plus

Qualifications

• Strong Administrative Assistance and Clerical Skills to support day-to-day office operations, including filing, scheduling, recordkeeping, and document management.
• Professional Phone Etiquette and Communication skills to interact effectively with clients, vendors, and internal team members in person, by phone, and in writing.
• Experience providing Executive Administrative Assistance or similar support to leaders, including calendar coordination, meeting logistics, and confidential information handling.
• Proficiency with common office software (e.g., Microsoft Office) and the ability to learn new systems quickly.
• Strong attention to detail, organizational skills, and the ability to prioritize multiple tasks in a fast-paced environment.

Work Authorization/Security Clearance

Employee must be authorized to work in the United States and must possess a valid drivers license. A background check is required after employment is initiated. E-Verify Employer.