JOB DESCRIPTION: TEAM ADMINISTRATIVE ASSISTANT
Position Status: Full-Time, Hourly, and At Will.
Position Details:
The Team Administrative Assistant plays a key role in supporting project teams, and principals, by handling administrative tasks, coordinating information, and helping ensure day-to-day operations run smoothly. This role is ideal for someone who is highly organized, proactive, and enjoys supporting multiple stakeholders in a fast-paced professional services environment.
This position does not manage projects or perform technical design work, but instead enables teams to be more effective by providing reliable administrative and organizational support.
Key Responsibilities:
Administrative & Team Support
- Provide administrative support to project teams, and principals
- Manage calendars, meeting scheduling, and conference room coordination
- Assist with meeting preparation, agendas, and follow-up items
- Coordinate travel arrangements and expense documentation as needed
Project & Document Support
- Assist with organizing and maintaining project files in accordance with company standards
- Support document control, formatting, and distribution of project-related materials
- Help track deadlines, action items, and basic project coordination tasks
- Assist with proposal, qualification, and marketing document preparation as needed
Communication & Coordination
- Serve as a point of contact for internal coordination and external communication when appropriate
- Support onboarding of new team members by assisting with orientation
- Help ensure consistent communication across teams and departments
System & Office Support
- Support the use of internal systems such as timekeeping, ERP, and project management tools (e.g., Ajera, Vantagepoint, Microsoft Office, Bluebeam)
- Assist with data entry, reporting, and basic tracking as requested
- Provide general office and operational support to improve efficiency and consistency
Qualifications and Requirements:
- High school diploma or equivalent; associate’s or bachelor’s degree preferred
- 2+ years of administrative experience, preferably in a professional services, engineering, or AEC environment
- Strong organizational skills and attention to detail
- Ability to manage multiple priorities and support multiple team members
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong written and verbal communication skills
Preferred Qualifications:
- Experience in an engineering, architecture, construction, or consulting firm
- Familiarity with project-based environments and deadlines
- Experience with ERP or project management systems
Core Competencies:
- Organization and time management
- Professional communication
- Collaboration and teamwork
- Initiative and problem-solving
- Adaptability in a dynamic work environment
Work Environment & Expectations:
- This role requires regular collaboration with in-office teams
- In-office or hybrid presence is expected to support coordination and communication
- Occasional overtime may be required to support deadlines or special projects