Secretary / Office Manager

Job Description

Job Description

Secretary / Office Manager

Calc Engineering LLC | Doral, FL | Full-Time, On-Site (Mon–Fri, 8:00 AM – 5:00 PM)

Position Overview

Calc Engineering is seeking an organized, personable Secretary to support our growing team in Doral, FL. Serving as the backbone of daily office operations, this role combines traditional secretarial support—answering phones, managing correspondence, and providing front-desk coverage—with hands-on project, billing, and administrative support that keeps deliverables, documentation, invoicing, and client communications on track. Mornings center on keeping the office moving; afternoons shift toward the administrative work that ensures projects and paperwork stay on schedule.

This is an ideal opportunity for a candidate who is highly organized, discreet, and comfortable being the first point of contact for clients, vendors, and visitors in a fast-paced engineering environment. It is also a role with meaningful room to grow: a strong performer can advance into an Office Manager position over time, assuming broader operations, vendor, and project-support responsibilities.

Key Responsibilities

Front Desk & Communications

• Answer and manage incoming phone calls; serve as the first point of contact for clients, contractors, and visitors

• Serve as the first point of contact for all client questions – project status, scheduling, billing, and payments – routing technical matters to the appropriate engineer

• Field new leads and route them promptly to the appropriate engineers

• Communicate with government agencies and municipalities on permitting and project matters

• Escalate technical questions to the appropriate engineering staff

Project & Document Support

• Prepare and send project documents and deliverables to clients based on project status

• Coordinate getting project documents stamped, signed, and delivered

• Support engineers and project managers with administrative project tasks (proposals, permit submittals, client deliverables)

• Schedule and coordinate in-person client meetings and site visits

Office & Administrative Operations

• Generate and send client invoices in QuickBooks based on project milestones and status

• Record and reconcile incoming client payments in QuickBooks

• Maintain organized digital and physical filing systems (contracts, project logs, correspondence)

• Keep the office calendar, scheduling, and general admin running smoothly

Qualifications

Required

• 2+ years in an administrative, secretarial, or front-office role

• Strong verbal and written communication skills in English

• Highly organized, with strong attention to detail and the ability to juggle multiple tasks

• Proficiency in Microsoft Office (Word, Excel, Outlook); comfortable learning new tools

• Able to work on-site full-time in Doral, FL (Mon–Fri, 8:00 AM – 5:00 PM)

Preferred

• QuickBooks knowledge (invoicing, payment recording, basic reconciliation) is a plus

• Bilingual (English/Spanish)

• Exposure to engineering, construction, architecture, or permitting environments

• Familiarity with permit portals, municipal processes, or project documentation