Administrative Assistant

Company Description

At Coffman Engineers, we serve as both prime consultant and sub consultant on projects large and small, including commercial, retail, institutional, government, industrial, and project/construction management. Incorporated in 1979, we have employees in more than 23 locations serving clients across the United States and overseas.

To meet client objectives and to integrate our many disciplines, we can create teams comprised of civil, structural, mechanical, electrical, fire protection, and corrosion control, as well as project/construction managers and professionals in a variety of specialty services. This ability has made us a leader in the engineering and construction communities, and has strengthened our reputation as being progressive, innovative, and a great place to work.

Job Description

Coffman Engineers is seeking an outgoing, self-motivated Administrative Assistant to join our Los Angeles, California office in Downtown LA.  The successful applicant will have a can-do attitude, and excellent communication and organization skills.

Job Responsibilities

• Manage calendars, coordinate meetings, and assist with scheduling for project managers and leadership staff.
• Collaborating with engineers and technical staff to produce and edit client deliverables, including project specifications in a variety of software.
• Using Microsoft Word to proofread documents.
• Using Microsoft Word to create and edit quality professional documents using advanced formatting tools.
• Maintain office supplies and equipment, coordinate service requests, and manage vendor relationships.
• Running company errands, such as trips to obtain office supplies, and other routine shopping trips
• Assist with onboarding new employees, coordinating with IT, HR, and other entities as needed.
• Support project teams with document control, filing systems, and project administration.  Scanning, binding, shredding, and document organization.
• Assisting with the planning and coordinating company events which will include setting up and breaking down the event space, ordering food, and purchasing supplies.
• Maintaining the office in a clean and orderly manner, which will include light cleaning of shared spaces like the reception area, conference rooms and break rooms.
• Scheduling staff travel, hotels, rental cars, and other logistics as necessary.
• Other administrative duties as assigned.

Qualifications

Qualifications and Requirements

• 2+ years of experience in an administrative or office coordination role, preferably in an AEC or professional services environment.
• High school diploma or GED.
• Associate’s or bachelor’s degree preferred.
• Proficient in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Professional writing skills, using proper spelling and grammar.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to multitask and prioritize independently, managing diverse assignments efficiently and on time.
• Consistently maintains professionalism, diplomacy, and tact, with the ability to handle highly confidential information discreetly.
• Collaborative team player with strong interpersonal skills—able to partner effectively with stakeholders at all levels.
• Ability to make independent decisions on a daily basis, addressing the best way to handle specific tasks.
• Ability to successfully collaborate with other administrators and support personnel, management, and clients on a regular basis.
• Ability to lift up to 30 pounds.
• Valid driver’s license and driving record that meets Coffman’s stringent requirements are required.
• Must be present in office per office hybrid work schedule.

This position is not eligible for sponsorship. 

Compensation and Benefits

• Approximate Hourly Range: $25-33
• Paid overtime at 1.5 times hourly rate
• 401k with maximum of 5% Contribution Matching for 9% Employee Contribution

Additional Information

Why You Want To Work Here

Coffman truly focuses on its employees. We support and encourage individually tailored professional and technical advancement as well as personal growth. We offer an excellent salary and comprehensive benefits package (including eligibility for annual discretionary bonuses), a desirable location, and a professional office environment with the opportunity to work with a collaborative team.

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