Administrative Assistant

Tectonic Engineering & Surveying Consultants P.C; Glastonbury (CT); On-site; USD 32,000 - 40,000; Full time

Benefits offered by this job

Mentoring & professional development

Tuition reimbursement

Paid time off & holidays

401(k) retirement plan

Job summary

Tectonic Engineering & Surveying Consultants P.C seeks an Administrative Assistant to support the Transportation department in its Glastonbury, CT office. The role emphasizes organized, detail-oriented support with strong interpersonal skills in a fast-paced, team-driven environment.

Responsibilities include document prep, scheduling, billing assistance, and managing proposals and client-facing materials, while handling calls, visitors, and office logistics with Microsoft Office tools.

Qualifications

• Associate's degree preferred; High School Diploma or equivalent required.
• 3+ years of administrative, office coordination, project support, or related experience in a professional office environment.
• Experience supporting proposals, project administration, billing, invoicing, or professional services operations preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent interpersonal, customer service, verbal, and written communication skills, with the ability to interact professionally with employees, clients, vendors, and visitors.

Responsibilities

• Provide administrative support to office and department staff, including document preparation, data entry, filing, scheduling, correspondence, and general office coordination.
• Support project billing and invoicing processes by coordinating documentation, tracking project information, and assisting managers with administrative requirements.
• Maintain project records, contract files, client documentation, and other business-critical records in accordance with company standards.
• Answer and route incoming calls using the Microsoft Teams phone system and greet visitors in a professional and courteous manner.
• Assist with the preparation and organization of proposals, presentations, and other client-facing documents.
• Manage office calendars, conference room scheduling, and administrative communications using Microsoft Outlook and other Office applications.
• Track daily attendance and assist with visitor screening and office access procedures.
• Prepare outgoing mailings and shipments and receive, sort, and distribute incoming packages and correspondence throughout the day.
• Serve as a shared resource across departments and assist with special projects, operational initiatives, and administrative requests as assigned.
• Maintain a clean, organized, and professional reception area and lobby.
• Perform other administrative and operational duties as needed to support the efficient functioning of the Corporate Office and various business units

Skills

Administrative experience

Multitasking

Communication skills

Customer service

Attention to detail

Education

Associate's degree preferred

High School Diploma or equivalent required

Tools

Microsoft Office Suite

Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Job description

Tectonic is actively seeking a full-time Administrative Assistant to support our Transportation department within our Glastonbury, CT Office. This position is ideal for an organized, detail-oriented professional with exceptional interpersonal skills, the ability to effectively manage multiple priorities simultaneously, and a commitment to providing outstanding administrative support in a fast-paced, team-oriented environment.

ESSENTIAL FUNCTIONS

• Provide administrative support to office and department staff, including document preparation, data entry, filing, scheduling, correspondence, and general office coordination.
• Support project billing and invoicing processes by coordinating documentation, tracking project information, and assisting managers with administrative requirements.
• Maintain project records, contract files, client documentation, and other business-critical records in accordance with company standards.
• Answer and route incoming calls using the Microsoft Teams phone system and greet visitors in a professional and courteous manner.
• Assist with the preparation and organization of proposals, presentations, and other client-facing documents.
• Manage office calendars, conference room scheduling, and administrative communications using Microsoft Outlook and other Office applications.
• Track daily attendance and assist with visitor screening and office access procedures.
• Prepare outgoing mailings and shipments and receive, sort, and distribute incoming packages and correspondence throughout the day.
• Serve as a shared resource across departments and assist with special projects, operational initiatives, and administrative requests as assigned.
• Maintain a clean, organized, and professional reception area and lobby.
• Perform other administrative and operational duties as needed to support the efficient functioning of the Corporate Office and various business units

QUALIFICATIONS

• Associate's degree preferred; High School Diploma or equivalent required.
• 3+ years of administrative, office coordination, project support, or related experience in a professional office environment.
• Experience supporting proposals, project administration, billing, invoicing, or professional services operations preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent interpersonal, customer service, verbal, and written communication skills, with the ability to interact professionally with employees, clients, vendors, and visitors.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information appropriately.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Demonstrated ability to prioritize competing responsibilities, manage frequent interruptions, and successfully multitask in a fast-paced environment.
• Self-motivated, dependable, and willing to assist wherever needed to support business operations and departmental objectives.
• Must possess a valid driver's license, clean driving record, reliable personal vehicle, and ability to travel locally to perform business-related errands.

PHYSICAL REQUIREMENTS

In order to perform the essential functions of this position, the candidate must be able to constantly assume a stationary position, and must handle and/or feel documents, materials, and/or equipment to perform necessary tasks, sometimes repetitively. The candidate must be able to occasionally maneuver within the office to access file cabinets, office machinery, etc., and may exert up to 15 lbs. of force occasionally. Constantly, they must be able to receive and convey detailed or important information with others via the Corporate e-mail system, telephone system, and in person. The physical demands described above are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPETITIVE SALARY & BENEFITS PACKAGE

Tectonic offers competitive salaries along with a comprehensive benefits package that includes:

• Opportunities for mentoring, professional development and career advancement
• Tuition reimbursement to advance education
• Paid time off, including vacation, sick leave, and personal days
• Company-observed, paid holidays
• 401(k) retirement plan with profit-sharing opportunities
• Comprehensive group medical insurance, including health, dental, vision, and life coverage
• High Deductible Health Plan (HDHP) option paired with a Health Savings Account (HSA)
• Flexible spending accounts (FSAs) for medical expenses and dependent care
• Commuter benefits for public transportation costs
• Short and long-term disability coverage
• Employee Assistance Program

PAY RANGE

Tectonic’s goal is to compensate employees fairly and equitable across all positions Companywide. Our advertised pay ranges are representative of our good faith effort to provide a reasonable anticipated salary range. The offered pay may be outside of the provided salary range based upon the selected candidate’s work location, experience, education, certifications, and capabilities compared to the advertised position.

Pay Range: $23.00 - $29.00 / hour

We are an equal opportunity/affirmative action employer, and highly encourage resumes from all interested parties including women, minorities, veterans and persons with disabilities. All qualified applicants will be afforded equal employment opportunities without discrimination on the basis of race, creed, color, national origin, sex, age, disability, marital status, or any other protected class. Tectonic participates in the USCIS E-Verify Program to verify that all new hires are authorized to work in the United States