Administrative Manager

J. Kent Staffing; Boulder (CO); On-site; USD 65,000 - 90,000; Full time

Job summary

Our client, a respected forensic engineering firm in Boulder, Colorado, seeks an experienced Administrative Manager to join a small, collaborative team. Reporting to the President and CEO, you will oversee day-to-day administrative and business operations while supporting engineers.

This hands-on role requires high organization, proactivity, and independence in a small-office setting. Notary status or willingness to obtain one is preferred.

Qualifications

• Experience in administration, business operations, executive support, or office management.
• Strong MS Office (Word, Outlook, Excel) proficiency.
• Excellent written and verbal communication, grammar, proofreading, and document formatting.

Responsibilities

• Manage administrative aspects of engineering cases from intake through final closure.
• Coordinate schedules, deadlines, depositions, trials, and other case activities.
• Proofread, format, and finalize technical reports, affidavits, and correspondence with engineers.
• Serve as primary contact for clients, ensuring timely, professional communication.
• Oversee billing and invoicing, track billable time, prepare invoices, monitor balances, and process payments.
• Coordinate payroll administration and liaise with outside bookkeeping/payroll providers.
• Maintain accurate electronic records, calendars, and administrative systems.
• Provide general office support including answering phones and travel coordination.

Skills

Attention to detail

Communication skills

Organizational skills

Independent worker

Confidentiality

Notary Public

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

Company/Position Overview: Our client, a highly respected, established forensic engineering firm located in Boulder, Colorado, is seeking an experienced Administrative Manager to join its small, collaborative team.

Reporting directly to the President and CEO, this individual will play a key role in managing the firm's day-to-day administrative and business operations while providing comprehensive support to its engineering professionals.

This is a hands‑on position requiring a highly organized, detail‑oriented, and proactive professional who enjoys taking ownership of responsibilities, managing multiple priorities, and working independently in a small-office environment.

Key Responsibilities:

• Manage administrative aspects of engineering cases from initial intake through final closure, including case setup, document organization, and client communications.
• Coordinate schedules, deadlines, depositions, trials, and other case-related activities.
• Proofread, format, and finalize technical reports, affidavits, and correspondence in collaboration with engineers.
• Serve as a primary point of contact for clients, ensuring professional, timely, and accurate communication.
• Oversee billing and invoicing processes, including tracking engineers' billable time, preparing invoices, monitoring outstanding balances, and processing payments.
• Coordinate payroll administration and communicate with outside bookkeeping and payroll providers.
• Maintain accurate electronic records, calendars, and administrative systems.
• Provide general office and operational support, including answering phones and coordinating travel (as needed).

Administrative Manager Qualifications:

• Previous experience in administration, business operations, executive support, or office management, preferably in a professional services environment.
• Strong proficiency in Microsoft Office, particularly Word, Outlook, and Excel.
• Exceptional written and verbal communication skills, including strong grammar, proofreading, and document-formatting abilities.
• Excellent organizational skills with the ability to manage competing priorities and deadlines.
• High level of accuracy, attention to detail, and commitment to confidentiality.
• Ability to work independently, exercise sound judgment, and take initiative.
• Professional, dependable, adaptable, and comfortable working in a small‑team environment.
• Current Notary Public commission or willingness to obtain one.
• Experience with billing, invoicing, or accounting software is preferred.
• A curious mindset, willingness to learn, and a proactive approach to problem-solving