Engineering Team Administrative Assistant

Behind every skyline is a community of Engineers. At Jordan & Skala Engineers (JSE), our engineering teams rely on strong administrative support to keep projects organized, deadlines visible, and deliverables moving. The Team Administrator plays a key role in supporting the day-to-day operations of an MEP engineering team, helping the Team Leader and project staff stay coordinated, accurate, and on track. We’re looking for a Team Administrator who is organized, detail-oriented, and comfortable supporting a busy team in a deadline-driven professional services environment. What you’ll do Team & Administrative Support Provide general administrative and clerical support to the Team Leader and engineering team Manage the team calendar and help track key deadlines, meetings, and deliverables Manage the master task list for the team and help ensure follow-up items stay on track Set up company and vendor-sponsored Lunch & Learns and team meetings Assist the Team Leader with new hire and Co-Op orientation, support, and training Request marketing materials as needed Project Documentation & Deliverables Prepare project log-in sheets and maintain team document logs, including RFIs and submittals Complete and issue meeting minutes and field reports Perform MS Word formatting of written documents, including book specifications Support specification formatting and document organization Assemble drawings and specifications for issuance, including coordinating stamping requirements with Engineers of Record Monitor timeliness of shop drawing reviews and RFIs, maintaining logs and helping the team stay on schedule Time, Billing & Accounting Support Collect timesheets from team members for Team Leader approval Complete site visit expense forms for client reimbursement Prepare draft pre-billing reports for Team Leader review Support accurate reporting of billable hours and project-related expenses Work with Accounting and the Team Leader on accounts receivable follow-up for past due invoices Monitor payment of invoices and assist with follow-up to clients as needed Maintain team backlog reports and update opportunity checklists What will make you successful Required Strong organizational skills and attention to detail Excellent written and verbal communication skills Strong editing and proofreading abilities Ability to manage multiple priorities, respond to changing needs, and keep work moving in a deadline-driven environment Excellent time management skills Proficiency in Microsoft Office Suite products, including Excel, PowerPoint, Outlook, and Word Ability to work effectively with Team Leaders, engineering staff, Accounting, and other internal teams Preferred Experience in an engineering, architecture, construction, or professional services environment Deltek Vision or Vantagepoint experience Experience supporting project billing, timesheets, expense reports, document control, or project administration What we’re looking for The ideal candidate is dependable, proactive, and comfortable being the person who helps keep a busy team organized. This role is a strong fit for someone who enjoys structure, follow-through, and supporting others behind the scenes while still playing an important role in project delivery. You should be comfortable tracking details, asking good questions, communicating clearly, and helping ensure deadlines and administrative responsibilities do not fall through the cracks. Equal Opportunity & Important Applicant Notices Jordan & Skala Engineers is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other protected status in accordance with applicable law. Visa Sponsorship Jordan & Skala Engineers does not offer employment-based visa sponsorship now or in the future. Benefits Growth & Development JSE University In-house seminars & technical training Lunch & Learns Encouragement and support for professional licensure Paid time off for FE and PE exam study preparation Financial assistance toward educational development Helping You Maintain Balance Teleworking options PTO (Flexible Time Off Policy) Paid holidays (8) Paid time for employee’s birthday policy Paid bereavement leave Fitness incentive program Wellness programs Booster programs Employee Assistance Program (EAP) Financial 401(k) plan with competitive employer match Discretionary bonuses 3 times per year Flexible spending accounts (FSA) Health savings accounts (HSA) and employer contributions Financial seminars Bonus for passing FE exam and first-time passing PE exam Competitive compensation Insurance Company-paid life and AD&D insurance Health insurance Company-paid employee vision & dental insurance Company-paid short-term disability Company-paid long-term disability Voluntary plans (Critical Illness/Cancer, Accident) #J-18808-Ljbffr Jordan & Skala Engineers