Engineering Team Administrative Assistant

About the role

The Team Administrator supports the day-to-day operations of an MEP engineering team, ensuring projects are organized, deadlines are met, and deliverables are completed accurately and on time.

Responsibilities

• Provide general administrative and clerical support to the Team Leader and engineering team
• Manage the team calendar and track key deadlines, meetings, and deliverables
• Manage the master task list for the team and ensure follow-up items stay on track
• Set up company and vendor-sponsored Lunch & Learns and team meetings
• Aid in new hire and Co-Op orientation, support, and training
• Request marketing materials as needed
• Prepare project log-in sheets and maintain team document logs, including RFIs and submittals
• Complete and issue meeting minutes and field reports
• Perform MS Word formatting of written documents, including book specifications
• Support specification formatting and document organization
• Assemble drawings and specifications for issuance, including coordinating stamping requirements with Engineers of Record
• Maintain timeliness of shop drawing reviews and RFIs, maintaining logs and helping the team stay on schedule
• Collect timesheets from team members for Team Leader approval
• Complete site visit expense forms for client reimbursement
• Prepare draft pre-billing reports for Team Leader review
• Support accurate reporting of billable hours and project-related expenses
• Work with Accounting and the Team Leader on accounts receivable follow-up for past due invoices
• Maintain team backlog reports and update opportunity checklists

Requirements

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Strong editing and proofreading abilities
• Ability to manage multiple priorities, respond to changing needs, and keep work moving in a deadline-driven environment
• Excellent time management skills
• Proficiency in Microsoft Office Suite products, including Excel, PowerPoint, Outlook, and Word
• Ability to work effectively with Team Leaders, engineering staff, Accounting, and other internal teams

Preferred

• Experience in an engineering, architecture, construction, or professional services environment
• Deltek Vision or Vantagepoint experience
• Experience supporting project billing, timesheets, expense reports, document control, or project administration

Benefits

• Growth & Development
• Helping You Maintain Balance
• Financial
• Insurance