A small engineering firm is seeking a highly organized and proactive Office Administrator / Operations Administrator to support its engineers and firm leadership.

This role is central to the firm’s daily operations and requires prior experience in an engineering, architecture, or contracting environment, with a strong understanding of administrative and operational workflows typical of A/E and construction-related practices.

• Provide administrative and operational support to engineers.

• Prepare, edit, and manage written correspondence and technical documentation.

• Process interoffice memos, letters, transmittals, labels, contracts, forms, Basis of Design documents, and technical reports from verbal communication, email, handwritten notes, or dictation.

• Create, customize, and maintain project and office forms, including spreadsheets and workflow tools.

• Assist with project start-up procedures, including team directories, document control setup, responsibility matrices, and master file organization.

• Coordinate internal and external meetings, including agendas, presentation materials, scheduling, room setup, virtual meeting platforms, and follow-up.

• Manage daily office operations, including reception duties, shipping and receiving, office supplies, and processing vendor invoices.

• Provide direct administrative support to firm leadership, including calendar management, expense reporting, phone inquiries, and scheduling.

• Organize and manage schedules for leadership and general office operations.

• Provide general office administration and human resources support.

• Assist with bookkeeping tasks, data entry, filing, and coordination with the firm’s accountant.

• REQUIRED: Minimum 2–3 years of administrative or operations experience within an Engineering, Architecture, or Contracting firm. Applications without this experience will not be considered.

• Bachelor’s degree preferred.

• Demonstrated experience supporting office operations in a small professional services firm.

• Strong organizational skills with the ability to manage multiple priorities, maintain attention to detail, and meet deadlines.

• Working knowledge of office administration, operational systems, technology, and equipment in a professional environment.

• Proven ability to handle confidential information with discretion and professionalism.

• Ability to work independently while collaborating effectively within a small team.

• High proficiency with Microsoft Office (Outlook, Word, Excel).

• Excellent written and verbal communication skills.

To be considered, applicants must include the following information in their application or cover email:

• Availability to start

• All-inclusive salary expectation

• Place of residence and confirmation of ability to commute daily to Sin El Fil

Applications that do not include the above information will not be reviewed.