Administrative Assistant

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Job Title: Administrative Coordinator

About the Company:

Our client is a professional services firm that provides specialized technical expertise in areas such as geotechnical and environmental engineering.

Job Description:

Our client is seeking a detail-oriented and highly organized Administrative Coordinator to provide comprehensive support across various functions, including client coordination, inspection scheduling, technical report quality control, project management support, and general administrative duties. This role is crucial for ensuring smooth operations and effective communication within the firm and with external stakeholders.

The ideal candidate will possess excellent communication skills, a strong ability to manage multiple tasks, and a proactive approach to problem-solving. You will be the first point of contact for many clients and will play a key role in maintaining project documentation and supporting project managers.

Responsibilities of the role:

• Answer and direct incoming phone calls in a professional and courteous manner; serve as the initial point of contact for clients, contractors, and agency representatives.

• Respond to routine client inquiries regarding project status, scheduling, and deliverables in coordination with project staff.

• Draft, proofread, and distribute professional correspondence including emails, letters, and transmittals on behalf of the firm.

• Maintain accurate and up-to-date client and project contact records.

• Coordinate and manage the daily and weekly inspection schedule for field inspection staff across multiple concurrent projects.

• Dispatch inspectors to project sites based on client requests, permit requirements, and inspector availability.

• Communicate schedule updates and changes to clients, contractors, and field personnel in a timely and accurate manner.

• Maintain a master inspection calendar and ensure scheduling conflicts are proactively identified and resolved.

• Track inspection assignments and confirm completion of daily field activities with inspection staff.

• Perform quality control review of geotechnical and environmental reports prior to distribution, checking for grammatical errors, formatting consistency, completeness, and compliance with firm standards.

• Verify that reports contain required components including signature blocks, project numbers, client information, and referenced attachments.

• Coordinate with project engineers and geologists to ensure timely delivery of final report deliverables.

• Maintain an organized document management system for draft and final report files.

• Assist project managers with tracking project milestones, deadlines, and deliverable schedules.

• Prepare and maintain project intake records, client agreements, and work authorization documentation.

• Support invoicing and billing coordination in conjunction with accounting functions.

• Assist with permit submittals, agency correspondence, and tracking of regulatory approvals as needed.

• Maintain organized project files (digital and physical) in accordance with firm records management protocols.

• Perform general office duties including supply management, mail handling, filing, and equipment coordination.

• Support firm marketing and business development activities, including maintaining proposal templates and capability materials.

• Assist with onboarding of new staff and coordination of internal firm meetings.

• Perform other administrative duties as assigned by firm management.

Required Experience and Qualifications:

• Demonstrated excellence in written and verbal English communication; strong command of grammar, punctuation, and professional writing conventions.

• Proven experience in an administrative, office coordination, or client-facing support role.

• High proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

• Exceptional organizational skills with the ability to manage and prioritize multiple concurrent tasks.

• Strong attention to detail, particularly in reviewing documents for errors and formatting consistency.

• Professional telephone etiquette and interpersonal communication skills.

• Ability to work independently, exercise sound judgment, and maintain confidentiality.

Preferred Skills:

• Prior experience in an engineering, geotechnical, environmental, construction, or professional services firm.

• Familiarity with construction inspection scheduling, permit processing, or project management workflows.

• Experience with project management or scheduling software.

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field.

Personality:

• Professional demeanor and strong interpersonal skills.

• Proactive and self-motivated with a strong work ethic.

• Detail-oriented and committed to accuracy.

• Ability to multitask and thrive in a fast-paced environment.

• Reliable and able to maintain confidentiality.

Software & Tools:

• Microsoft Office Suite (Word, Excel, Outlook)

• Project management or scheduling software (preferred)

Schedule:

Monday to Friday

Standard business hours

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.