Administrative Assistant II

About the role

The Administrative Assistant II position at SSR is part of a team of owners dedicated to solving complex projects and delivering innovative solutions for facility and infrastructure challenges. Located across the U.S., SSR offers a collaborative environment that values accountability, achievement, and personal and professional growth.

Responsibilities

• Elevate team productivity by producing accurate documents, coordinating submittals/RFIs, organizing files and schedules, and supporting client communications.
• Maintain orderly correspondence and technical document files; archive project files annually.
• Support team leaders and Project Managers with project correspondence and client communications.
• Update contact entries and licensure/certification renewals (e.g., Cosential/CRM) for professionals in the location.
• Import SpecLink project specifications into Word; edit, format, and print as needed.
• Upload/download and distribute submittals and RFIs using platforms such as Newforma, PDM, or Submittal Exchange; assemble and send hard copies of reviewed submittals and shop drawings.
• Maintain and distribute submittal and RFI logs daily; request and enter AIA data from Project Managers.
• Compile, bind, and distribute Project Manuals for state projects as needed; set up response letters and spreadsheets for code review comments.
• Provide Reception relief; reserve conference rooms and manage/print schedules; arrange courier deliveries and shipping.
• Distribute incoming mail daily; prepare and send outgoing mail and shipping labels.
• Plan client and colleague events; order lunches and arrange catering as needed.
• Cookordinator colleague training and vendor presentations: room reservations, SSR University entries, attendance tracking, and room setup/cleanup.
• Scan seals and distribute as needed; file projects and maintain organized shared areas.
• Code invoices and occasionally assist with travel arrangements.
• Serve as office liaison to coordinate with vendors and office functions, where applicable.

Qualifications

• High school degree or GED equivalent and two years of applicable experience OR college degree in administration or related field.
• Knowledge of project proposal and business letter formats; strong grammar, spelling, and punctuation.
• Thorough knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook); familiarity with AIA software and CRM tools (e.g., Cosential).
• Organized—able to orchestrate multiple activities at once, use resources efficiently, and maintain clear files/records.
• Positive, professional interpersonal skills; clear written and verbal communication; speech clarity.
• Detail-oriented with accuracy and follow-through; maintains confidentiality.