Administrative Assistant
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- Administrative Assistant
- Hourly
- Full Time/Exempt
- Employer-Paid Options For Insurance*
*Note: While this job description is intended to be an accurate reflection of the job requirements, it is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary at any time with or without notice.
Job Description
The Administrative Assistant provides high-level administrative support to the Land Surveying and Permit Drafting team for dry utilities. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities. The Administrative Assistant will play a key role in ensuring smooth day-to-day operations, supporting surveying staff, and facilitating effective communication with clients, vendors, and other stakeholders.
Duties/Expectations
- Serve as the primary point of contact for administrative needs within the Land Surveying and Permit Drafting department.
- Manage calendars, schedule appointments, and coordinate meetings for managers and Leadership.
- Prepare and edit correspondence, reports, and presentations.
- Handle confidential and sensitive information with discretion.
- Organize and maintain project files, survey maps, and related documentation.
- Assist with the preparation, submission, and tracking of permit applications and related documents for dry utility projects.
- Ensure proper filing and retrieval of electronic and physical records.
- Track project timelines, deliverables, and milestones to ensure deadlines are met.
- Assist with project tracking software and status updates.
- Communicate project updates to internal and external stakeholders as needed.
- Order and maintain inventory of office supplies and equipment.
- Coordinate travel arrangements and expense reports for surveying staff.
- Maintain a clean, organized, and professional office environment.
- Act as a liaison between the surveying team, clients, and vendors.
- Address client inquiries and escalate issues as needed.
- Support the onboarding process for new clients and vendors.
- Support ad hoc requests from the surveying team and management.
- Participate in company events, team meetings, and other collaborative initiatives.
Experience/Qualifications
Minimum Requirements
- High school diploma or GED required
- 2+ years of administrative support experience, preferably in a surveying, permit drafting, or technical environment
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent verbal and written communication skills
- Strong organizational and multitasking abilities
- Positive attitude and ability to work well in a team-oriented environment.
Benefits
- Employer-paid options for medical and dental insurance for eligible employees.
- Additional voluntary medical, dental, vision, disability, and life insurance plans available.
- Paid vacation/sick/holidays for eligible employees.
Preferred Requirements
- Associate’s or Bachelor’s degree in Business Administration or a related field
- Experience with document management systems
- Familiarity with project tracking software (such as MS Project, Trello, or similar)
- Ability to manage multiple projects efficiently
- Knowledge of basic design concepts and technical calculations