Engineering Secretary / Office Manager

Job Description

Job Description

Engineering Secretary / Office Manager

Calc Engineering LLC | Doral, FL | Full-Time, On-Site

About Us

At Calc Engineering, we specialize in delivering smart, sustainable, and cost-efficient

engineering solutions that stand the test of time. Our mission is to shape the built environment

through forward-thinking design and practical innovation. With a foundation built on technical

excellence and a relentless drive for results, we help our clients create buildings that are

resilient, efficient, and future-ready.

Our team provides comprehensive engineering services across mechanical, electrical, and

plumbing (MEP) and structural systems - ensuring safety, efficiency, and code compliance at

every stage of development.

Position Overview

Calc Engineering is seeking an organized, personable Secretary/Office Manager to support our

growing team in Doral, FL. This role is the backbone of daily office operations, combining

traditional secretarial support (scheduling, correspondence, front-desk coverage) with broader

office management responsibilities (vendor relationships, supplies, and HR coordination).

This is an ideal opportunity for a candidate with prior secretarial or office management

experience at an engineering, architecture, or construction firm - someone who is highly

organized, discreet, and comfortable being the first point of contact for clients, vendors, and

visitors, and who can speak knowledgeably to clients about project status given their familiarity

with the industry.

Key Responsibilities

• Handle client calls, including fielding inquiries from prospective clients, sharing project updates, and routing calls to the right team member

• Schedule and coordinate meetings, site visits, and appointments for principals and engineers

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

• Manage office supplies, equipment, and vendor relationships (IT support, cleaning services, equipment maintenance)

• Coordinate facilities issues and act as point of contact for building management

• Support onboarding of new employees (workstation setup, paperwork, orientation logistics)

• Maintain office calendar, including holidays, PTO tracking, and conference room scheduling

• Assist engineers and project managers with formatting proposals, permit submittals, and client deliverables

Qualifications

• 2+ years of experience as a Secretary or Office Manager within an engineering, architecture, or construction (AEC) firm

• Strong written and verbal communication skills in English

• Working knowledge of the engineering services industry (project phases, proposals, permitting) sufficient to field client questions and calls knowledgeably

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

• Highly organized with strong attention to detail and ability to multitask

• Professional demeanor and discretion with confidential information

• Reliable, punctual, and able to work on-site full-time in Doral, FL