ENGINEERING ADMINISTRATIVE ASSISTANT

Role Overview

We are seeking a reliable and detail-oriented Part-Time Engineering Administrative Assistant to support a U.S.-based engineering services company.

This role is ideal for someone with engineering industry experience who can confidently handle customer communication, scheduling, administrative coordination, billing support, and project documentation. The successful candidate should understand the general U.S. construction environment and be comfortable communicating with homeowners, contractors, vendors, and other customers.

This is an administrative support role and does not involve performing engineering analysis, structural diagnosis, or professional engineering determinations.

Key Responsibilities

Customer Communication & Scheduling
Monitor and review incoming project inquiries and customer information.
Classify projects based on type, urgency, and scheduling requirements.
Contact customers via text and phone to gather and confirm project details.
Schedule and coordinate appointments based on customer needs and engineer availability.
Send appointment confirmations, reminders, scheduling updates, and payment reminders.
Communicate schedule changes and provide customers with timely updates.
Use good judgment in determining when a customer requires a phone call versus text communication.
Accurately collect and verify customer names, addresses, phone numbers, email addresses, and project information.

Administrative & Billing Support
Maintain accurate project and customer information in Google Sheets and other company systems.
Assist with invoicing and payment tracking through QuickBooks Online.
Send payment links and follow up on outstanding payments as directed.
Coordinate payment status with scheduled appointments.
Maintain and update calendars, spreadsheets, and other administrative records.

Project Documentation & Report Preparation
Organize project photos and documentation from Google Drive, iCloud, or other sources.
Prepare photos and supporting information for engineering reports.
Assist with repetitive report preparation tasks, including dates, project information, formatting, and document organization.
Ensure reports and project documentation are organized and ready for the engineer's review.

General Administrative Support
Coordinate with engineers, customers, contractors, and other project stakeholders.
Track appointments, follow-ups, and outstanding items.
Learn company-specific processes, terminology, and customer requirements quickly.
Use AI and other technology tools to improve administrative efficiency and accuracy.
Maintain accurate and timely work records using Hubstaff or other company-designated time-tracking and productivity tools.
Properly record working hours and ensure Hubstaff is active and accurately reflecting scheduled work time while performing assigned duties.
Notify the appropriate supervisor promptly of any Hubstaff or time-tracking issues that may affect the accuracy of recorded hours.

Qualifications
Previous experience in construction, engineering, property services, or a related industry preferred.
Strong understanding of general U.S. construction processes and terminology.
Familiarity with construction permits, contractors, subcontractors, or trades such as electrical, plumbing, or general construction is a strong advantage.
Experience with scheduling and customer coordination.
Strong written and verbal English communication skills.
Comfortable making professional phone calls to customers, contractors, vendors, and other contacts.
Strong attention to detail and accuracy when handling customer and project information.
Ability to manage multiple appointments, follow-ups, and administrative tasks.
Comfortable learning new software and company processes quickly.
Experience with QuickBooks Online, Google Sheets, Google Docs, and Google Calendar is preferred.
Comfortable using time-tracking and remote-work tools such as Hubstaff.
Ability to work independently and exercise sound administrative judgment.

Scope of the Role

The Engineering Administrative Assistant will support the administrative and customer-facing side of engineering projects. The role will not be responsible for engineering calculations, structural diagnosis, technical engineering decisions, or other professional engineering determinations.

Remote Work & Time Tracking

This is a part-time remote position. The successful candidate is expected to maintain reliable availability during agreed working hours and accurately track work time using Hubstaff.

Hubstaff will be used for time tracking and verification of scheduled working hours. The employee is expected to keep the application active during working time and ensure that recorded hours accurately reflect time spent performing assigned work.

The role requires professionalism, responsiveness, accountability, and the ability to work independently in a remote environment.

To apply:

Complete the application form.
Upload your updated CV.
Submit your short introduction video.
Answer the application question about the most recent federal solicitation or GC bid package you personally worked on.

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