Administrative Assistant, Transportation Office & Projects

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 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.