Administrative Assistant - Engineering

We are seeking a reliable and detail-oriented Administrative Assistant to support our engineering office. This role combines traditional administrative responsibilities with coordination, distribution, and tracking of engineering plans submitted to various municipalities. The ideal candidate is highly organized, communicates clearly, and is comfortable managing both office and field-related tasks, including regular local travel. This position does not allow for remote work.

Key Responsibilities:

Administrative Support

• Provide day-to-day administrative support to Project Managers and technical staff

• Answer and route phone calls, emails, and other correspondence

• Maintain organized digital and physical filing systems

• Schedule meetings, appointments, and inspections as needed

• Assist with document preparation, copying, scanning, and mailing

Plans Coordination

• Prepare, organize, and assemble plan sets and supporting documents for submittals

• Coordinate plan submissions to municipalities, agencies, and clients

• Track plan submittals, reviews, approvals, and revisions

• Maintain logs of submission dates, comments received, and resubmission deadlines

• Communicate with municipal staff regarding submission requirements and status updates

Plan Delivery & Errands

• Deliver and pick up engineering plans and documents from municipalities and other offices

• Ensure timely and accurate delivery of materials

• Operate a vehicle safely and responsibly while conducting company business

Qualifications & Requirements

• High school diploma or equivalent required; associate degree or additional education preferred

• Previous experience in an administrative or office support role, preferably in an engineering, construction, or professional services environment

• Strong organizational skills with excellent attention to detail

• Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with PDF software preferred

• Ability to manage multiple tasks and meet deadlines in a fast-paced environment

• Professional communication skills, both written and verbal

• Valid driver’s license with a clean driving record required

• Ability to lift and carry plan sets and office materials as needed

Preferred Skills (Not Required)

• Experience working with municipalities or permitting processes

• Familiarity with engineering or construction drawings

• Basic knowledge of document control procedures

Work Environment

• Combination of office work and local travel

• Occasional time spent outside the office for plan deliveries and pickups