Administrative Specialist — Hybrid Office Support

KPFF Inc.; Los Angeles (CA); Hybrid; USD 37,000 - 45,000; Full time

Benefits offered by this job

7 paid holidays

2 weeks vacation

3% 401(k) contribution

Medical/Dental/Vision insurance

Cell phone stipend

Hybrid work

Job summary

KPFF Consulting Engineers, an established civil and structural engineering firm, is hiring an Office Assistant in Los Angeles. The role includes training onsite with a hybrid option after the period, within standard hours, and non-exempt status with overtime pay.

Enjoy extensive benefits and a stable, collaborative workplace. The position requires 2+ years in admin work, proficiency with MS Office, PDF handling, Teams, and SharePoint.

Qualifications

• Minimum 2 years of administrative experience with a high school diploma.
• Strong communication and professional interaction across modes.
• Proficiency in MS Word, Excel, Outlook, PowerPoint, OneNote.
• Experience with PDF management and organization.
• Familiar with Teams 365 and SharePoint.
• Detail-oriented with time management and multi-tasking abilities.

Responsibilities

• Serve as the first point of contact for visitors and support daily office operations.
• Coordinate meetings, trainings, travel, lunches, celebrations, and workplace events.
• Maintain office facilities and supplies to ensure a clean, welcoming environment.
• Communicate status updates and priorities to stakeholders.
• Facilitate meetings and document key information and action items.
• Support other general office administration tasks as assigned.

Skills

Communication skills

Team collaboration

Time management

Problem solving

Attention to detail

Education

High School Diploma

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office Suite

PDF management

Microsoft Teams

SharePoint

Job description

• Compensation: USD 26.5 - USD 33 - hourly

Company Description

At KPFF Consulting Engineers, we are more than just an engineering design firm. For over 60 years, wehave dedicated ourselves to innovative, sustainable engineering that shapes the built environment andtackles complex infrastructure challenges. Our team culture emphasizes balance, growth, and well-being,supporting each member’s professional journey with flexibility, generous benefits, and acollaborative approach to work-life integration.

With over 1,400 professionals across 27 offices nationwide, KPFF’s decentralized structure allows eachoffice the flexibility to pursue projects aligned with their regional strengths. Learn more at www.kpff.com.

Job Description

KPFF Consulting Engineers provides civil and structural engineering services to architects, government agencies, developers, contractors, and institutional clients. A professional and collaborative environment, we are dedicated to growing with our employees and allowing people to pursue their passions. This is a great opportunity to join a collaborative team at an award-winning Structural Engineering Firm.

KPFF is proud to provide our qualifying employees with benefits options that fit their unique lives, including:

• 7 paid holidays, and 2 floating holidays for you to use each year.
• 2 weeks of vacation annually, with competitive seniority-based accruals.
• 2 weeks of personal and sick time to care for yourself and your family members.
• KPFF will contribute 3% of your base salary to your 401 (k) regardless of your contribution.
• KPFF Paid Family Leave: Provides 60% of your base salary while on an approved leave for up to 6 weeks in a rolling 12-month period.
• 40-hour work schedule, Monday through Friday.
• Professional certification bonus and testing fee reimbursement opportunities
• Monthly Cell Phone Stipend
• Monthly Way We Work stipend for remote work and transit expenses
• Medical insurance options to choose from, VSP Vision Insurance, and Delta Dental Insurance.
• Opportunities for educational events, relationship building, and fun!
• This is a non-exempt position. All overtime hours are paid at a time-and-a-half hourly rate.

Pay Range

The pay range for this position is $26.50 - $33.00 per hour, depending on experience.

Qualifications

Minimum Qualifications

• 2 years of full-time Administrative experience with High School Diploma required.
• Must communicate clearly and professionally in all modes of communication.
• Highly competent with the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, OneNote).
• Highly competent with PDF management and organization.
• Competent with Microsoft Teams 365 and SharePoint.
• Competent with office machines and operations.
• Competent in proofing and quality control.
• Positive attitude and ability to work in a collaborative team environment.
• Adapt quickly, identify and resolve problems.
• Strong attention to detail and time management.
• Ability to manage multiple priorities and recurring deadlines.

Preferred Qualifications

• Minimum of 3 years of full-time Administrative experience.
• Minimum of 2+ years of experience in AEC or related industry.
• Bachelor’s degree in Business Administration or a related field.
• Experience supporting a large office (100+ employees) with demonstrated ability to prioritize competing requests, communicate effectively across all levels of the organization, and maintain a high level of service in a dynamic environment.

Responsibilities & Abilities

• The Office Assistant is part of an Administrative team reporting to the Director of Business Operations.
• The ideal candidate desires to collaborate with a team, is highly organized, flexible with team needs, and has a history of providing excellent service.
• Serve as the first point of contact for visitors and support daily office operations, conference rooms, and workplace readiness.
• Coordinate meetings, trainings, travel, lunches, celebrations, and workplace events.
• Maintain office facilities, including kitchen, breakroom, coffee services, and shared spaces to ensure a clean, organized, welcoming, and professional environment.
• Maintain office supply stock, the functionality of office kitchen equipment, and coordinate ordering and vendor support as needed.
• Communicate clearly and provide accurate, timely status updates, progress reports, and priorities to stakeholders.
• Ability to facilitate meetings, document key information, and communicate action items and outcomes effectively.
• Other general office administration tasks as assigned.

Additional Information

Application Process

If you are interested in this position, please click on the “I'm Interested” button below.

Physical Demands and Work Environment

• Duties require in-person attendance, Monday through Friday, during our business hours of 8 AM to 5PM at our office in Downtown Los Angeles for the training period.
• Upon satisfactory completion of the training period, employee may be eligible for a hybrid work schedule consisting of four days in the office and one day working remotely per week.
• Duties are performed in a normal office environment while sitting at a desk or computer table.
• Duties require the ability to actively engage with a computer for several hours per day.
• May occasionally need to lift items up to 30 lbs.

Our Employees

Our employees are valued and empowered, collaborative and team oriented, innovative in their approachand passionate about their work. They are reliable, trustworthy and open with a high level of integrity.They value diversity, are inclusive and are committed to critically thinking through problems and findingsolutions.

Our Offices

Our Greater Los Angeles Structural office has two locations at the BLOC in Downtown Los Angeles and in the Irvine Towers in Irvine. A warm and friendly environment, we are dedicated to growing with our employees and allowingpeople to pursue their passions.

KPFF is an Equal Opportunity/Affirmative Action Employer that is committed to hiring a diverse and talented workforce.

KPFF Consulting Engineers participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

KPFF Consulting Engineers is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, creed, ethnicity, national origin, religion, marital status, sex/gender (including sexual orientation or gender identity), pregnancy, veteran status, citizenship status, physical or mental disability, or any other protected basis.

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