Administrative Assistant

ECS Group of Companies; York (York County); On-site; USD 36,000 - 54,000; Full time

Job summary

ECS Group of Companies seeks an Administrative Assistant to provide clerical, document management, and administrative support to office staff and project teams in a fast-paced environment.

You will assist with preparing, processing, organizing, and distributing project and business documents while helping daily office operations and maintaining accurate records per company standards. The role emphasizes confidentiality, reliability, and teamwork.

Qualifications

• High school diploma or GED required.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet established deadlines.
• Effective written and verbal communication skills.
• Ability to accurately process and maintain documentation and records.
• Ability to learn company systems, processes, and administrative procedures.
• Ability to work both independently and as part of a team.
• Strong customer service and interpersonal skills.
• Ability to prioritize workload in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Dependable work habits and a commitment to accuracy and quality.

Responsibilities

• Provides administrative and clerical support to office personnel and project teams.
• Processes, formats, transmits, and distributes project and business documents in a timely manner.
• Performs word processing, data entry, and document management activities.
• Registers projects, proposals, and related business records within company systems.
• Creates and maintains project, client, and administrative files and folders.
• Organizes, files, and maintains electronic and physical records per procedures.
• Assists with preparation, assembly, binding, and distribution of reports and deliverables.
• Formats, scans, uploads, and archives project and business documentation.
• Answers telephone calls and directs inquiries appropriately.
• Supports mail distribution and other routine office operations.
• Provides backup support during absences, training, meetings, and high workload periods.
• Maintains confidentiality of company, project, employee, and client information.
• Maintains organized office records and administrative systems.
• Supports continuous improvement of administrative processes and workflow efficiency.

Skills

Strong organizational skills

Attention to detail

Multitasking

Written communication

Verbal communication

Customer service

Teamwork

Confidentiality

Time management

Dependable

Education

High school diploma or GED

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Outlook

Job description

The Administrative Assistant provides clerical, document management, and administrative support to office personnel and project teams. This position assists with the preparation, processing, organization, and distribution of project and business documents while supporting daily office operations. The Administrative Assistant contributes to efficient office workflows by providing reliable administrative support and maintaining accurate records in accordance with company standards and procedures.

Responsibilities

• Provides administrative and clerical support to office personnel and project teams
• Processes, formats, transmits, and distributes project and business documents in a timely manner
• Performs word processing, data entry, and document management activities
• Registers projects, proposals, and related business records within company systems
• Creates and maintains project, client, and administrative files and folders
• Organizes, files, and maintains electronic and physical records in accordance with company procedures
• Assists with the preparation, assembly, binding, and distribution of reports and project deliverables
• Formats, scans, uploads, and archives project and business documentation
• Assists with answering telephone calls and directing inquiries appropriately
• Supports incoming and outgoing mail distribution and other routine office operations
• Provides backup support to other administrative personnel during absences, training, meetings, and periods of high workload
• Maintains confidentiality of company, project, employee, and client information
• Assists with maintaining organized office records and administrative systems
• Supports continuous improvement of administrative processes and workflow efficiency
• Performs other duties as assigned

Required Qualifications

• 0 years of related experience
• High school diploma or GED required
• If driving for, or on behalf of, any ECS subsidiary, a valid driver’s license is required
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and meet established deadlines
• Effective written and verbal communication skills
• Ability to accurately process and maintain documentation and records
• Ability to learn company systems, processes, and administrative procedures
• Ability to work both independently and as part of a team
• Strong customer service and interpersonal skills
• Ability to prioritize workload in a fast-paced environment
• Ability to maintain confidentiality and handle sensitive information appropriately
• Dependable work habits and a commitment to accuracy and quality

Military Qualifications

• The following US Military ranks would qualify for this position:
• E-4

ECS Group of Companies (ECS) was founded in 1988 with the goal to raise the standards of professional engineering consulting. Today, we are a leader in geotechnical, construction materials, environmental and building science + infrastructure consulting services. We are employee-owned with more than 3,200 employees in 125 offices and testing facilities coast to coast. ECS is currently ranked #60 in Engineering News-Record’s Top 500 Design Firms (April 2026), #144 in Engineering News-Record’s Top 200 Environmental Firms (October 2026) and #38 in Zweig Group’s Hot Firm List (June 2026). For additional information about ECS, visit: www.ecslimited.com.

ECS is an Equal Opportunity Employer.