Office Manager / Administrative Assistant

Job Description

Job Description

MB-Engineering LLC – Idaho Falls, Idaho
Full-Time | In-Office
Experience Preferred | References Required

About MB-Engineering

MB-Engineering LLC is a locally owned electrical engineering firm providing professional electrical design and consulting services for commercial, educational, institutional, and other building projects. We are seeking a dependable and detail-oriented Office Manager / Administrative Assistant to support the day-to-day operation of our Idaho Falls office.

This is a full-time position with the opportunity to learn and grow with our company. Previous office or administrative experience is preferred; however, we are willing to train the right candidate who demonstrates strong organizational skills, attention to detail, professionalism, and a willingness to learn.

Position Responsibilities

The Office Manager will provide administrative support to the company owner, project managers, and design staff. Responsibilities will include:

• Answer and manage business telephone calls and general correspondence.
• Prepare and format professional letters, proposals, reports, and other documents.
• Proofread documents for spelling, grammar, punctuation, formatting, accuracy, and consistency.
• Carefully review documents multiple times when necessary before final issuance.
• Assist with Microsoft Outlook calendars, scheduling, meetings, and reminders.
• Maintain organized electronic project and administrative files.
• Set up new projects and maintain project information and records.
• Assist with preparation and tracking of client invoices.
• Assist with accounts receivable and follow-up on outstanding invoices.
• Assist with accounts payable and vendor invoices.
• Review and track employee timesheets.
• Enter and maintain information in QuickBooks Online.
• Maintain spreadsheets and administrative tracking logs.
• Assist with preparation of proposals, contracts, and other project-related documentation.
• Communicate professionally with architects, engineers, clients, contractors, vendors, and other business contacts.
• Maintain confidential company, employee, client, and financial information.
• Assist with general office organization and other administrative duties as needed.

Qualifications

Preferred:

• Previous office administration, administrative assistant, bookkeeping, customer service, or office management experience.
• Experience with Microsoft Word, Excel, Outlook, and other Microsoft Office applications.
• QuickBooks Online or other accounting/bookkeeping software experience.
• Experience with invoicing, accounts receivable, accounts payable, or employee timekeeping.
• Experience preparing or proofreading professional business documents.

Successful candidates should have:

• Strong written and verbal communication skills.
• Strong command of written English, including spelling, grammar, punctuation, and sentence structure.
• Excellent attention to detail and ability to identify errors and inconsistencies.
• Patience and willingness to carefully review detailed documents multiple times.
• Strong organizational and time-management skills.
• Ability to manage multiple assignments and follow through without repeated reminders.
• Comfortable working with numbers and financial information.
• Ability to learn new software, procedures, and terminology.
• Ability to work independently after appropriate training.
• Professional and courteous communication skills.
• Good judgment and willingness to ask questions when instructions are unclear.
• Ability to maintain confidentiality.
• Dependability and consistent attendance.

Education & Experience

High school diploma or equivalent required. Additional education or training in business administration, accounting, bookkeeping, or a related field is beneficial but not required.

Previous administrative or office experience is preferred but not required . Experience in an engineering, architectural, construction, accounting, or other professional-services environment is a plus.

Schedule

Full-Time
In-Office – Idaho Falls, Idaho
Monday through Friday

Application Requirements

Applicants should submit a current résumé outlining relevant work experience.

Professional references are required and will be contacted as part of the hiring process .

Selected applicants may also be asked to complete a brief pre-interview questionnaire and skills assessment related to the responsibilities of the position.

About the Position

This position is a good fit for someone who enjoys being organized, helping others stay organized, working with detailed information, and taking ownership of administrative responsibilities. The successful candidate does not need to know the engineering industry on day one. We are looking for someone who is reliable, accurate, professional, willing to learn, and interested in becoming an important part of a small professional office.

MB-Engineering LLC is an Equal Opportunity Employer.