Administrative Assistant

Pan American Engineers, LLC; Alexandria (LA); On-site; USD 35,000 - 45,000; Full time

Job summary

A civil engineering firm is looking for a detail-oriented Administrative Assistant in Alexandria, Louisiana. This critical role involves managing front desk operations, supporting project coordination, and ensuring effective communication with clients and internal teams. Ideal candidates are proactive, organized, and possess strong skills in Microsoft Office. Previous experience in an office support role is preferred, particularly in engineering or construction sectors. The firm offers a collaborative workplace in a dynamic environment.

Qualifications

• Previous experience in administrative or office support roles preferred.
• Experience in engineering, construction, or architectural services is a plus.
• High attention to detail and accuracy required.

Responsibilities

• Manage front desk operations, greeting clients and visitors.
• Answer and route incoming calls using a multi-line phone system.
• Perform data entry and document control.
• Schedule meetings and manage calendars for project staff.
• Prepare, format, proofread, and distribute reports.
• Maintain organized filing systems both digitally and physically.
• Assist with invoicing and tracking expenses.

Skills

Organizational skills

Multitasking skills

Communication skills

Proficiency in Microsoft Office

Proficiency in Google Workspace

Job description

Pan American Engineers, LLC (PAE) is a civil engineering firm based in Alexandria, Louisiana, providing comprehensive services including consulting engineering, surveying, environmental consulting, planning, grant administration, program management and construction management. Serving both public and private clients nationwide, PAE supports entities ranging from municipal, state, and federal governments to developers, architects, contractors, and major corporations. Leveraging cutting-edge technology and experienced professionals, the company oversees projects from initial planning to construction completion. Key focus areas include civil design, site development, public works, airport planning, surveying and federal and state program administration.

We are seeking a highly organized and detail-oriented Administrative Assistant to support our engineering team and office operations. This role is a key part in maintaining efficient day-to-day workflows, supporting project coordination, and ensuring professional communication with clients, vendors, and internal staff. The ideal candidate is proactive, dependable, and comfortable working in a fast-paced, deadline-driven environment.

Responsibilities

• Manage front desk operations, including greeting clients, vendors, and visitors
• Answer and route incoming calls using a multi-line phone system
• Perform data entry, document control, and records management
• Schedule meetings, manage calendars, and coordinate appointments for engineering and project staff
• Prepare, format, proofread, and distribute reports, proposals, correspondence and project specifications
• Maintain organized digital and physical filing systems
• Assist with invoicing and expense tracking
• Order office supplies and coordinate with vendors as needed
• Provide administrative support to management and engineering teams
• Respond to client inquiries and support customer service needs

Experience

• Previous administrative, receptionist, or office support in a professional environment is preferred
• Experience in an engineering, construction or architectural services environment is a plus
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Ability to manage priorities and meet deadlines