Administrative Assistant at Engineering Firm

Job Description

Job Description

A South Florida structural engineering firm is looking for a detail-oriented and proactive Administrative Assistant to support our team. This role is ideal for someone with a strong organizational background who is interested in the possibility of transitioning to a full-time position in the future. The successful candidate will play a key role in ensuring the smooth operation of our office and supporting our engineering team.

Job Summary

In this role, you will provide support to our office employees and Principals, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor. 

Key Responsibilities 

• Answer and direct incoming telephone calls and emails professionally
• Communicate with clients, property managers, contractors, municipal departments, and other project representatives 
• Schedule inspections, meetings, interviews, and conference calls 
• Coordinate access arrangements and confirm appointments with clients and field staff 
• Prepare, format, proofread, and distribute proposals, agreements, letters, reports, meeting minutes, and other project documents 
• Assist with typing and formatting engineering field reports 
• Create and maintain electronic and physical project files 
• Upload, download, organize, and distribute documents through Dropbox and other file-sharing platforms 
• Track project deadlines, outstanding documents, inspection requests, payments, and follow-up items 
• Assist with preparing and submitting documents to cities, counties, and other government agencies 
• Follow up with clients regarding proposals, agreements, invoices, scheduling, and required project information 
• Prepare and send professional correspondence on behalf of engineers and management 
• Maintain accurate client and project information in company systems 
• Assist with invoicing, payment tracking, and basic QuickBooks tasks 
• Coordinate with engineers and field staff to collect timesheets, reports, photographs, and project information 
• Provide general support for daily office operations 
• Order and maintain office supplies 
• Scan, copy, print, mail, and organize documents as needed 
• Assist management with special projects and other administrative duties

Qualifications

• High school diploma/GED required, Associate’s degree or administrative training is preferred
• Previous experience as an Administrative Assistant or in a similar position
• Familiarity with standard office equipment such as printers and fax machines
• Excellent computer skills and knowledge of Microsoft Word, Outlook, and PowerPoint
• Highly organized with excellent time management skills and the ability to prioritize projects
• Experience in the engineering or construction industry is a plus, but not required. 
• This position requires availability from 8:00 AM to 4:30 PM , Monday through Friday.

Benefits

• Competitive salary based on experience.
• Health and dental insurance.
• Paid time off (PTO) and holidays.
• Retirement savings plan (401k) with company match. (After one year of employment)
• Career development and opportunities for advancement.
• A collaborative and supportive work environment with a focus on professional growth.

Please do not call the office regarding this position. All inquiries should be made via email or our application portal.