Administrative Professional - CMTA Energy Solutions

CMTA, Inc.; Fairfax (VA); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

401(k) Plan with Company Match

Health & Welfare Benefits

Life and Disability Insurance

Time Off

Expenses

Job summary

CMTA, Inc. in Fairfax, VA, is seeking an Administrative Professional to support the Energy Solutions team. This role ensures smooth office operations and provides exceptional support to staff and clients, requiring strong organization and proactive communication.

The ideal candidate will manage calendars, coordinate travel, prepare submittals and proposals, answer calls, maintain directories, and assist with project-related tasks, while thriving in a collaborative environment.

Qualifications

• 1-2+ years of administrative experience; experience in the architectural, engineering, or construction industry is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with Bluebeam, Newforma, SpecsIntact, and Procore is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and manage multiple deadlines.

Responsibilities

• Maintain inventory and order supplies for office and breakroom needs.
• Coordinate and assist with planning office events and team outings.
• Prepare and ship submittals and proposals for clients.
• Book travel arrangements for technical staff.
• Answer and route phone calls, ensuring excellent customer service.
• Maintain and update employee directory and other organizational documents.
• Register the company for conferences and other professional events.
• Support the employee birthday program for spouses and children.
• Assist with general office operations, including managing mail, scheduling, and filing.
• Provide support for project-related activities, such as reviewing and formatting documents and maintaining schedules.
• Handle special assignments and administrative tasks as needed.

Skills

Organizational skills

Written and verbal communication

Multitasking

Attention to detail

Tools

Microsoft Office Suite

Bluebeam

Newforma

SpecsIntact

Procore

Job description

CMTA is one of the fastest growing engineering firms in the U.S., with nationally recognized expertise in sustainable, high-performance building engineering. We are a collaborative, innovative, and energetic team that leverages a data-driven, holistic approach to consulting engineering, performance contracting, and zero energy projects.

Location: Fairfax, VA

Position Overview

We are seeking a highly organized and motivated Administrative Professional to support the CMTA Energy Solutions team in Fairfax, VA. This role is vital to ensuring the smooth operation of our office and providing exceptional support to our staff and clients. The ideal candidate is detail-oriented, proactive, and enthusiastic, with excellent multitasking and communication skills.

Key Responsibilities

• Maintain inventory and order supplies for office and breakroom needs.
• Coordinate and assist with planning office events and team outings.
• Prepare and ship submittals and proposals for clients.
• Book travel arrangements for technical staff.
• Answer and route phone calls, ensuring excellent customer service.
• Maintain and update employee directory and other organizational documents.
• Register the company for conferences and other professional events.
• Support the employee birthday program for spouses and children.
• Assist with general office operations, including managing mail, scheduling, and filing.
• Provide support for project-related activities, such as reviewing and formatting documents and maintaining schedules.
• Handle special assignments and administrative tasks as needed.

Qualifications

• 1-2+ years of administrative experience; experience in the architectural, engineering, or construction industry is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with other software such as Bluebeam, Newforma, SpecsIntact, and Procore is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and manage multiple deadlines.

Competencies

• Organized: Sense of urgency with ability to set priorities and build action plans to drive timely execution. Thorough, methodical and result-oriented with great attention to detail. Able to combine the predictability of standard operating procedures with the flexibility of continuous process improvement.
• Problem Solving: Able to identify patterns beyond noise or incomplete information by demonstrating a willingness to engage by asking questions. Attention to detail, able to segregate beliefs and assumptions from facts. Demonstrate strong judgment to turn information into insights, practical solutions and decision-ready recommendations.
• Agile: Hands‑on with ability to shift back and forth from self-reliance and personal accountability to cross‑group collaboration while making others successful along the way. Capable of operating in a multi‑site and matrixed environment. Adaptable and willing to adjust style to audience, learn and grow with the company.
• Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Unable to provide immigration sponsorship for this position.

Benefits Overview

• 401(k) Plan with Company Match: Currently match contributions dollar‑for‑dollar up to 4% of eligible pay; immediate vesting.
• Health & Welfare Benefits: Employer provided medical, dental, vision, prescription drug, Employee Assistance Program and accident & illness coverage.
• Life and Disability Insurance: Employer provided basic life insurance and AD&D valued at 50K coverage amount with the option for voluntary buy up for additional coverage.
• Time Off: Flexible non‑accrual vacation; company holidays per policy. (For California employees, this is separate from California paid sick leave, if applicable.)
• Expenses: Business travel and related expenses reimbursed per company policy.

Reasonable Accommodations

If you need assistance or accommodations during the application or interview process, please contact us at [e-mail] or your dedicated recruiter with the job title and requisition number.

Employment Eligibility

Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.

Third-Party Recruiting Disclaimer

Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.

Pay Disclosure & Considerations

Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job‑related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.

Equal Employment Opportunity Employer

Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non‑merit‑based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
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