Office Administrator – Structural Engineering Firm

Position Overview

The Office Administrator supports the daily operations of a structural engineering firm by managing administrative tasks, coordinating communication, and ensuring a smooth workflow between engineers, clients, contractors, and external agencies. This role requires strong organizational skills, attention to detail, and the ability to thrive in a technical, deadline-driven environment.

Key Responsibilities

Administrative & Office Operations

• Manage day-to-day office functions, including scheduling, document filing, correspondence, and supply inventory.

• Maintain organized project documentation, tracking submittals, RFIs, reports, permits, and engineering deliverables.

• Assist in preparing proposals, contracts, and project-related documents.

• Support HR functions such as onboarding, timesheets, and training coordination.

Project & Engineering Support

• Coordinate communication between engineers, clients, contractors, and regulatory agencies.

• Track project deadlines, deliverables, and progress updates to ensure timely completion.

• Assist with compiling technical reports, formatting engineering calculations, and preparing plan sets for submission.

• Facilitate permit applications and monitor approval statuses.

Client & Communication Management

• Serve as a primary point of contact for client inquiries and scheduling.

• Prepare meeting agendas, take minutes, and distribute action items.

• Maintain a professional and responsive communication flow across all project stakeholders.

Accounting & Recordkeeping

• Support basic bookkeeping tasks, including invoicing, expense tracking, and vendor coordination.

• Maintain accurate records, ensuring compliance with company policies and regulatory requirements.

Qualifications

Required

• Proven experience in administrative or office management roles (preferably in architecture,

engineering, or construction).

• Strong organizational and multitasking abilities.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office, PDF editing tools, and general administrative software.

• Ability to work both independently and collaboratively in a fast-paced, technical environment.

Preferred

• Familiarity with engineering or construction terminology and documentation.

• Experience with project management software (e.g., Bluebeam, AutoCAD support tasks, Asana,

Procore).

• Basic understanding of permit processes, submittals, and engineering workflows.

Key Competencies

• Detail-oriented and proactive

• Strong problem-solving and prioritization skills

• Professional communication and customer service

• Ability to work under deadlines

• Team-oriented with a cooperative attitude

Pay: $ $30.00 per hour

Expected hours: 10.0 – 30.0 per week

Work Location: In person