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, updating 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: JSE University, in-house seminars & technical training, Lunch & Learns, encouragement and support for professional licensure, paid time off for FE and PE exam study preparation, financial assistance toward educational development

Helping You Maintain Balance: teleworking options, PTO (Flexible Time Off Policy), paid holidays (8), paid time for employee’s birthday policy, paid bereavement leave, fitness incentive program, wellness programs, booster programs, employee assistance program (EAP)

Financial: 401(k) plan with competitive employer match, discretionary bonuses 3 times per year, flexible spending accounts (FSA), health savings accounts (HSA) and employer contributions, financial seminars, bonus for passing FE exam and first-time passing PE exam, competitive compensation

Insurance: company-paid life and AD&D insurance, health insurance, company-paid employee vision & dental insurance, company-paid short-term disability, company-paid long-term disability, voluntary plans (Critical Illness/Cancer, Accident)