Office Administrator

Job Title: Office Administrator Reports To: President Position Type: Part-Time (with potential for Full-Time based on experience) Company Size: ~15 employees Industry: Civil Engineering Position Summary: The Office Administrator provides direct support to the President while keeping daily office operations running smoothly. This role is central to the success of a small civil engineering firm and requires a highly organized, proactive individual with a positive, upbeat, and energetic attitude who helps create a productive and enjoyable work environment. Key Responsibilities: Executive Support • Manage the President’s calendar, meetings, and travel arrangements • Prepare correspondence, reports, and presentations • Handle confidential information with professionalism and discretion Office Operations • Oversee day-to-day office activities to maintain efficiency and organization • Manage office supplies, vendors, and service providers • Keep the office environment welcoming and running smoothly Financial & Administrative Support • Assist with invoicing, billing, and basic bookkeeping • Track expenses and support payroll coordination • Maintain organized records, contracts, and filing systems Project Support • Support engineers and project managers with document preparation • Maintain project files, permits, and regulatory documentation • Assist with proposals and bid submissions Human Resources Support • Assist with onboarding and employee records • Support benefits coordination and team activities • Help foster a positive, team-oriented workplace Communication & Coordination • Serve as a friendly and professional first point of contact for clients and vendors • Answer phones, manage emails, and handle general inquiries • Promote clear, positive communication across the team Qualifications: • 3+ years of administrative experience (engineering, construction, or professional services preferred) • Strong organizational and multitasking skills • Proficiency in Microsoft Office (Excel, Word, Outlook) • Experience with accounting or project software is a plus • Excellent communication skills Key Traits: • Positive, upbeat, and energetic personality • Strong work ethic and team-first attitude • Highly organized and detail-oriented • Proactive and resourceful • Comfortable wearing multiple hats in a small business environment