Office Administrator
il y a 2 semaines
A small engineering firm is seeking a highly organized and proactive Office Administrator / Operations Administrator to support its engineers and firm leadership.
This role is central to the firm's daily operations and requires prior experience in an engineering, architecture, or contracting environment, with a strong understanding of administrative and operational workflows typical of A/E and construction-related practices.
Job DescriptionProvide administrative and operational support to engineers.
Prepare, edit, and manage written correspondence and technical documentation.
Process interoffice memos, letters, transmittals, labels, contracts, forms, Basis of Design documents, and technical reports from verbal communication, email, handwritten notes, or dictation.
Create, customize, and maintain project and office forms, including spreadsheets and workflow tools.
Assist with project start-up procedures, including team directories, document control setup, responsibility matrices, and master file organization.
Coordinate internal and external meetings, including agendas, presentation materials, scheduling, room setup, virtual meeting platforms, and follow-up.
Manage daily office operations, including reception duties, shipping and receiving, office supplies, and processing vendor invoices.
Provide direct administrative support to firm leadership, including calendar management, expense reporting, phone inquiries, and scheduling.
Organize and manage schedules for leadership and general office operations.
Provide general office administration and human resources support.
Assist with bookkeeping tasks, data entry, filing, and coordination with the firm's accountant.
REQUIRED: Minimum 2–3 years of administrative or operations experience within an Engineering, Architecture, or Contracting firm. Applications without this experience will not be considered.
Bachelor's degree preferred.
Demonstrated experience supporting office operations in a small professional services firm.
Strong organizational skills with the ability to manage multiple priorities, maintain attention to detail, and meet deadlines.
Working knowledge of office administration, operational systems, technology, and equipment in a professional environment.
Proven ability to handle confidential information with discretion and professionalism.
Ability to work independently while collaborating effectively within a small team.
High proficiency with Microsoft Office (Outlook, Word, Excel).
Excellent written and verbal communication skills.
To be considered, applicants must include the following information in their application or cover email:
Availability to start
All-inclusive salary expectation
Place of residence and confirmation of ability to commute daily to Sin El Fil
Applications that do not include the above information will not be reviewed.
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