Job Description
Project Administrative Assistant (Engineering & Construction)
Work Location: On-site only (no remote or hybrid)
Schedule: Full-time | Eligible for 9/80 schedule
Start Time: 8:00 AM (must be present for full business hours)
Position Summary
The Project Administrative Assistant supports engineering and construction projects by providing comprehensive administrative and clerical assistance to the Project Manager and project team. This role is critical to maintaining accurate project documentation, tracking progress, and ensuring smooth day-to-day project operations in a professional office environment.
Key Responsibilities
- Provide general administrative support for engineering and construction projects
- Organize, maintain, and update project files, filing systems, and project communications
- Perform data entry and maintain project tracking systems
- Track project status and produce monthly progress reports
- Update record copies, engineering documentation, and project changes
- Prepare research and background information to support project inquiries
- Record and distribute meeting minutes for project and team meetings
- Answer phones and route calls appropriately
- Sort, distribute, and prepare incoming and outgoing mail
- Collect and distribute client bills and invoices
- Prepare memos, correspondence, reports, and other documents as requested
- Coordinate travel arrangements and internal services for project needs
- Prepare outgoing mailings, labels, emails, and faxes
- Reserve conference rooms and coordinate meetings, presentations, and interviews, including setup and cleanup
- Schedule and coordinate client interviews, presentations, and meetings
- Order, track, and maintain office and project supplies
- Update and maintain project calendars, rosters, contact lists, and execution plans
- Provide clerical support as needed across multiple projects
- Perform additional duties as assigned
- Comply with all applicable policies, procedures, and professional standards
Required Qualifications
- High school diploma or equivalent
- Minimum of 6 years of relevant administrative or clerical experience
- Experience supporting engineering, construction, and/or transmission & distribution (T&D) projects strongly preferred
- Proficiency in Microsoft Word, Excel, Access, and PowerPoint
- Strong organizational skills with high attention to detail
- Professional communication skills (written and verbal)
- Must be reliable, responsive, and comfortable working in a structured, professional office environment
- Ability to start at 8:00 AM and remain in the office for the full business day
Applicable experience may be substituted for education requirements.
Work Environment
- Fully on-site position
- Professional office setting
- No remote or hybrid flexibility