Engineering Administrative Assistant

About the role

Seeking an organized and detail-oriented Engineering Administrative Assistant to provide document management and administrative support to project teams, management, and production staff.

Responsibilities

• Provide document control support for project teams, including submittals, RFIs, change orders, specification formatting, project correspondence, and closeout documentation.
• Coordinate the review, approval, and distribution of project documents according to established workflows, contractual requirements, and project schedules.
• Maintain and update internal and external distribution lists.
• Apply document naming conventions, version control procedures, and filing standards.
• Monitor document status, track outstanding reviews and approvals, and follow up with project team members.
• Organize and maintain electronic project files within Deltek Vision, Egnyte, Newforma, Procore, and other company systems.
• Assist with preparation, organization, and distribution of project deliverables and construction administration documentation.
• Coordinate meetings, calendars, department schedules, travel, and Lunch & Learn events.
• Track professional development hours and P.E. license renewal requirements.
• Answer and direct incoming telephone calls and communicate messages promptly and professionally.
• Order, receive, and maintain office and department supplies.
• Assist with special projects and other administrative duties as assigned.

Requirements

• 5 to 10 years of administrative or technical software experience, preferably with an architectural, engineering, or construction firm.
• Excellent organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience with document management and project management software preferred.
• Ability to work independently while collaborating effectively with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive project information with discretion.
• Bachelor's Degree preferred.

Benefits

• Competitive base salary and bonus potential
• Medical, dental, life, and short/long-term disability insurance
• Generous 401(k) match
• Generous vacation
• Generous Paid Time Off (PTO)
• Paid company holidays
• Summer hours with half-day Fridays
• Flexible hours
• Employee development and growth opportunities