Administrative Assistant

Job Description (Administrative Assistant)

Pacific Coast Structural Engineering Inc., also known as PC Structural, provides professional structural engineering services for a broad range of construction and renovation projects. Our work includes new construction, residential and commercial developments, mixed-use projects, remodeling and additions, structural retrofits, retaining wall design, pad design, and seismic anchorage for tanks, air-conditioning units, generators, and storage racking systems.

We are committed to providing reliable, practical, and technically sound structural engineering solutions while maintaining strong communication and professional service throughout every project.

Position Overview

PC Structural is seeking a highly organized, dependable, and detail-oriented Administrative Assistant to support our engineering and administrative operations. The successful candidate will assist with daily office activities, scheduling, document management, client communication, data entry, project coordination, and general administrative duties.

This position is ideal for someone who can manage multiple priorities, communicate professionally with clients and team members, maintain accurate records, and work effectively with minimal supervision.

Key Responsibilities

* Manage calendars, appointments, meetings, and project-related schedules.
* Answer and respond to emails, phone calls, and general client inquiries in a professional manner.
* Prepare, organize, and maintain company documents, reports, correspondence, and project files.
* Assist engineers and project personnel with administrative and coordination tasks.
* Maintain accurate digital and physical filing systems.
* Enter, update, and maintain project and client information in company databases.
* Coordinate meetings and communicate scheduling changes to relevant team members.
* Assist with preparation and formatting of proposals, invoices, reports, letters, and other business documents.
* Track administrative tasks, deadlines, and project-related documentation.
* Assist with processing invoices, purchase records, expense documentation, and other administrative paperwork.
* Communicate with clients, contractors, vendors, consultants, and other project stakeholders as needed.
* Help coordinate document submissions, project correspondence, and follow-up activities.
* Maintain confidentiality of company, client, financial, and project information.
* Perform general administrative and office-support duties as assigned.

Qualifications & Skills

* High school diploma or equivalent required; additional administrative or business education is a plus.
* Previous experience in an administrative assistant, office assistant, customer service, or related position preferred.
* Strong written and verbal communication skills.
* Excellent organizational and time-management abilities.
* Strong attention to detail and accuracy.
* Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
* Comfortable working with digital files, databases, spreadsheets, and online communication platforms.
* Ability to prioritize multiple tasks and meet deadlines.
* Professional and courteous communication with clients and coworkers.
* Ability to work independently while also collaborating effectively with an engineering team.
* Previous experience in construction, engineering, architecture, or a professional services environment is an advantage but not required.