Office Administrator

What We Offer:

• Generous PTO

• Retirement plan with match

• Medical

• Dental

• HSA with company contribution

• Life Insurance, STD, AD&D

• Salary range $65,000 - $75,000, depending on experience

Qualifications:

• 5+ years of experience in an Executive Assistant, Office Manager, Administrative Manager, or similar professional office role. 

• Proficiency with QuickBooks Desktop, including accounts payable, accounts receivable, invoicing, and financial reporting. 

• Strong computer skills with Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat. 

• Excellent verbal, written, and interpersonal communication skills with the ability to interact professionally with clients, contractors, and business partners both in person and over the phone.

• Exceptional organizational skills with the ability to manage multiple projects, priorities, and deadlines simultaneously. 

• Experience supporting project administration, including project setup, documentation management, and client communications. 

• Ability to gather, organize, and manage information from multiple sources, including engineers, contractors, service professionals, and clients. 

• Highly self-motivated, dependable, and capable of working independently with minimal supervision. 

• Strong attention to detail and commitment to maintaining accurate records, financial data, and project files.

Responsibilities and Scope:

• Manage day-to-day office operations and ensure the efficient functioning of a busy professional engineering office. 

• Provide administrative support to engineers, including dictation, document preparation, correspondence, scheduling, and project coordination. 

• Serve as a primary point of contact for clients, responding professionally to inquiries via phone, email, and in-person interactions.

• Process accounts payable and accounts receivable transactions and maintain accurate financial records using QuickBooks Desktop. 

• Track employee time and expense reporting and ensure records are completed accurately and submitted on schedule.

• Prepare invoices, financial reports, and other business-related documentation as required. 

• Maintain organized digital and physical filing systems for project records, engineering reports, technical standards, and reference materials.

• Coordinate new project intake, including gathering information, creating project records, and maintaining accurate project documentation. 

• Manage project administration activities, including project setup, tracking, and ongoing file maintenance.

• Work independently to identify administrative needs, solve problems, and support the firm's operations with minimal supervision.