Administrative Assistant

The Consulting Engineers Group-NM, P.C.; Albuquerque (NM); On-site; USD 36,000 - 48,000; Full time

Job summary

The Consulting Engineers Group, Inc. in Albuquerque, NM is seeking an Administrative Assistant to provide comprehensive office support and coordinate communications, scheduling, and recordkeeping.

This full-time on-site role reports to the CEO and supports confidential operations across administrative, HR, and accounting tasks. You will manage calendars, prepare reports, handle billing-related activities, and assist with onboarding and office logistics in a dynamic ESOP environment that values

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 1–3 years of administrative or office support experience preferred.
• Travel up to four times per year.

Responsibilities

• Provide general administrative support including filing, data entry, document prep, and record maintenance.
• Answer, monitor, and route calls; manage emails and voicemail professionally.
• Schedule meetings, manage calendars, coordinate logistics, and prepare materials.
• Prepare and distribute reports, presentations, memos, and internal communications.
• Maintain confidentiality for sensitive information.
• Maintain electronic and physical filing systems across admin, project, HR, and accounting.
• Coordinate with other offices on company matters.
• Process mail and courier deliveries as needed.
• Organize employee activities and internal events.
• Coordinate office equipment and facilities needs.
• Maintain office supply inventory and submit requests.
• Update billing spreadsheets by the 20th of each month.
• Submit and track credit card receipts; support monthly reconciliation.
• Assist with expense reports, invoices, AP/AR, and basic tracking.
• Support onboarding/offboarding tasks and policy administration.
• Monitor unplanned absences per company procedures.

Skills

Independent worker

Professional demeanor

Organizational skills

Time management

Clear communication

Discretion with confidential info

Basic accounting

Scheduling experience

Office coordination

Billing/Accounts payable/receivable

HR administration support

Microsoft Office proficiency

PivotTables / advanced Excel

Education

High school diploma or equivalent

Associate degree or admin coursework preferred

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

About Us

The Consulting Engineers Group, Inc.® (CEG®) is a 100% employee-owned (ESOP) S-Corporation professional services engineering firm. For more than 55 years, CEG has provided specialty precast engineering consulting services for projects across the United States. Our projects range from parking structures to stadiums and arenas! As a leader in precast concrete specialty engineering, we understand the importance of a strong foundation which is why we put people first. Being an ESOP means that we don’t just work for CEG, but we also own a piece of it. We all have a shared interest in each other’s success fostering a culture of collaboration and success. CEG is dedicated to employee growth, skill development, and career advancements through diverse experiences through a flexible work environment that supports each other across various functions.

Description

CEG currently has three office locations in the United States with a total of more than 125 employees operating on site and remotely across the nation. Those office locations are Albuquerque (New Mexico), Mt. Prospect (Illinois), and San Antonio (Texas). In addition to our US offices, we have international office locations in the Philippines, Turkey, Mexico, Vietnam, South Korea, Tokyo, and Ukraine. For more information about our company, visit our website at cegengineers.com.

The Administrative Assistant provides comprehensive administrative and office operations support to ensure the efficient day-to-day functioning of the office. This role serves as a central point of coordination for communications, scheduling, recordkeeping, and routine accounting and HR administrative tasks. The Administrative Assistant works to support internal business operations, maintain organized systems, and uphold confidentiality and professionalism across all activities. This is a full-time (40hrs/week), onsite position in Albuquerque, NM reporting to the CEO of the Company.

Key Responsibilities

• Provide general administrative support, including filing, data entry, document preparation, and record maintenance
• Answer, monitor, and route phone calls, emails, and voicemail in a professional manner; ensure clients and internal team members know how to make contact, escalating urgent matters as needed
• Schedule meetings, manage calendars, coordinate logistics, and prepare meeting materials
• Prepare, edit, and distribute reports, presentations, memos, and internal communications
• Maintain confidentiality when handling sensitive or proprietary information
• Maintain electronic and physical filing systems for administrative, project, HR, and accounting records
• Coordinate with other offices on company-related matters
• Check, sort, and distribute incoming mail; prepare outgoing mail and courier deliveries as needed
• Organize and support employee activities and internal events
• Coordinate maintenance of office equipment and facilities-related needs
• Maintain office supply inventory and submit supply requests
• Update billing spreadsheets by the 20th of each month
• Submit and track credit card receipts via Dropbox; support monthly credit card reconciliation
• Assist with expense reports, invoices, accounts payable/receivable functions, and basic tracking or reconciliation
• Support onboarding and offboarding administrative tasks, including paperwork, system access coordination, and policy administration
• Monitor and submit unplanned absences in accordance with company procedures
• Perform other administrative and office support duties as assigned in support of all staff

Requirements

Skills and Experience

• Ability to work independently, prioritize tasks, and manage deadlines effectively
• Professional demeanor and customer-service mindset
• Strong organizational, time-management, and multitasking skills
• Clear and professional written and verbal communication
• High attention to detail and accuracy
• Professional phone etiquette and customer-service orientation
• Ability to handle confidential information with discretion
• Basic accounting and recordkeeping skills
• Experience with scheduling, document preparation, and office coordination
• Experience supporting billing, expense tracking, or AP/AR functions preferred
• Experience supporting HR administrative processes (e.g., onboarding paperwork) a plus
• Proficiency in Microsoft Office (Word, Excel, Outlook);
• Experience with other office systems or HRIS platforms a plus
• Advanced knowledge of Excel, including PivotTables, complex formulas, and data analysis

Qualifications

• High school diploma or equivalent required; associate degree or administrative coursework preferred
• 1–3 years of administrative or office support experience preferred
• Must be able to travel up to four times per year

Candidates must be legally authorized to work in the United States now and in the future without the need for employer sponsorship.

CEG is an equal opportunity, employee-owned firm. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, childbirth, sexual orientation, national origin, disability, age, or veteran status.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, activities, and benefits may change at any time with or without notice.