Administrative Assistant

The Administrative Assistant role provides essential administrative and document production support to Beaver’s project teams and field operations. This role works closely with Project Engineers, Project Managers, and the Administrative Team to help ensure project documentation, bid proposals, and construction plans are prepared accurately, professionally, and on schedule.

A key function of this position is managing high-volume printing and large-format plan production, along with assisting in the preparation and assembly of proposals and project materials. This position also supports general office operations and contributes to the overall efficiency of Beaver’s administrative team.

This role is ideal for someone who takes pride in producing high-quality work, has strong attention to detail, and enjoys supporting a fast-paced construction environment.

Key Responsibilities

Document Production & Plan Printing

• Operate and manage high-capacity copiers and large-format plotter printers to produce construction drawings, specifications, and bid documents


• Receive, prioritize, and complete print requests to meet project and bid deadlines


• Assemble and prepare printed and digital document packages for internal teams and external distribution


• Maintain organized electronic and physical filing systems for project documentation


• Monitor printing supplies and coordinate equipment maintenance and service as needed

Proposal & Project Support

• Assist Project Engineers and Project Managers with preparation and assembly of bid proposals, qualification packages, and project documentation


• Format and organize proposal materials to ensure professional and consistent presentation


• Support creation and updating of proposal graphics, covers, and document layouts (training and templates provided)


• Assist with maintaining project files, logs, and administrative tracking tools


• Support project start-up and close-out administrative needs as requested

Administrative & Office Support

• Provide front desk coverage as needed


• Complete weekly mail run as part of a scheduled rotation


• Assist with incoming and outgoing mail, shipping, and document distribution


• Support general administrative functions in coordination with the Administrative Team


• Assist with special projects and office support needs as assigned

Skills & Qualifications

• 2+ years of administrative experience, preferably in construction, engineering, or a professional office environment


• Strong organizational skills and attention to detail


• Ability to manage multiple priorities and meet deadlines


• Proficiency in Microsoft Office (Word, Excel, Outlook) required


• Experience with Canva, Adobe InDesign, or similar design software is a plus, or a willingness to learn


• Ability to operate or learn high-capacity printers and plotters


• Professional communication and teamwork skills


• Reliable, dependable, and service-oriented mindset

Education

• Minimum high school diploma or equivalent

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand; walk; and stoop, kneel.  The employee must occasionally lift and/or move up to 50   pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Equal Opportunity

The Beaver Companies provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.