Job Summary:

The Administrative Staff at our engineering consultancy is responsible for providing essential administrative support to ensure the smooth operation of the office and the efficient execution of engineering projects. This role is vital in maintaining organization, communication, and overall productivity.

Responsibilities:

Office Management: Oversee the day-to-day management of the office, including maintaining supplies equipment, and ensuring a clean and organized work environment.

Reception: Greet and assist clients, visitors, and employees, providing a positive and professional first point of contact.

Document Management: Manage and organize physical and electronic documents, files, and records. Ensure proper documentation and filing systems are maintained.

Communication: Handle incoming and outgoing phone calls, emails, and postal correspondence. Forward messages and inquiries to the appropriate personnel.

Scheduling: Schedule appointments, meetings, and conference calls. Maintain calendars for executives and team members.

Data Entry: Input, update, and maintain data in various office databases and systems with accuracy and attention to detail.

Travel Arrangements: Coordinate travel arrangements for staff, including flights, accommodations, and transportation.

Meeting Support: Assist in preparing meeting materials, agendas, and minutes. Ensure meeting rooms are set up and equipped for presentations.

Inventory Control: Manage inventory levels of office supplies and reorder items as needed. Track and report expenses related to office supplies and equipment.

Billing and Expense Reporting: Assist in processing invoices, expense reports, and purchase orders, ensuring accurate and timely financial transactions.

Team Support: As needed, offer general administrative support to engineering and project teams. Assist in organizing project documentation and deliverables.

General Assistance: Provide available assistance and support to all employees, helping to create a positive and efficient work environment.

Qualifications:

High school diploma or equivalent. An associate’s degree or relevant administrative training is a plus.

Proven experience in an administrative role, preferably in an engineering or professional services setting.

Proficiency in office software (e.g., Microsoft Office Suite) and experience with office equipment. Excellent communication and interpersonal skills.

Strong organizational abilities and attention to detail. Multitasking and time management skills.

Ability to handle sensitive and confidential information with discretion. Customer service-oriented with a professional demeanor.

Problem-solving and adaptability in a dynamic work environment.