Administrative Assistant

Administrative Assistant

AHA Consulting Engineers, Inc. has a 30+ year proven track record in the design of complex, high-performance buildings. We are consultants and advisors first, focused on our clients' vision and success during and beyond every project.

AHA's Team of dedicated professionals in our Burlington and Boston, MA; Atlanta (Alpharetta), GA; Philadelphia, PA; and Ashburn, VA offices expertly advise, evaluate, model, design and commission high-performance building systems delivering trusted performance to our clients under the most challenging budget and schedule constraints.

As a multi-discipline building firm, our offerings include best-in-class HVAC, Plumbing, Electrical and Fire Protection (MEP/FP) and Technology Design; Energy & Sustainability Consulting; Commissioning, BIM/VDC and Advisory Services; Arc Flash and Coordination Studies; and Computational Fluid Dynamics Modeling.

We are a recognized expert in the AEC (Architectural, Engineering and Construction) industry with a targeted focus on Science & Technology, Mission Critical, Industrial, Academic, and corporate markets.

Lastly and most importantly, AHA is as committed to our Team Members as we are to our clients. Our benefits package, training program, and office culture supports our employees' professional growth and well-being. AHA also promotes the continued personal and professional development of our dedicated professionals to stay current on the latest developments in the AEC industry through participation in professional organizations, industry seminars and trade shows, as well as continuing education classes and lunch-and-learns. Our AHA University program provides the opportunity for our professionals to be part of an AHA Team presenting information sessions of our building performance consulting expertise to our architectural, development, and end-user clients. Furthermore, AHA has competitive salaries, PTO, health, and retirement benefits, and AHA is a partial ESOP company which further enhances our retirement benefits. Finally, our unique Path to Partnership opportunity provides employees the guidance and mentorship to advance up the corporate ladder to leadership positions in the firm.

Job Summary Why This Role Matters

AHA 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

Project Support & Correspondence - Primary responsibilities include:

• 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 - Other responsibilities include:

• 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.

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

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.