Engineering Admin & Office Manager

Calc Engineering LLC; Town of Florida (NY); On-site; USD 40,000 - 65,000; Full time

Job summary

Calc Engineering LLC, an engineering firm in Florida, is seeking an organized Secretary/Office Manager to support our growing team in Doral. This full-time, on-site role combines front-desk coverage with broader office management tasks and HR coordination.

You will handle client communications, manage schedules, and assist engineers and project managers with proposals and client deliverables, while maintaining orderly records and coordinating vendors.

Qualifications

• 2+ years as a Secretary or Office Manager in an engineering, architecture, or construction firm
• Strong written and verbal English communication
• Familiar with the engineering services industry and project phases
• Proficient in MS Office; willing to learn new software tools
• Highly organized with attention to detail and ability to multitask
• Professional demeanor and discretion with confidential information
• Reliable, punctual, on-site full-time in Doral, FL

Responsibilities

• Handle client calls, field inquiries from prospective clients, share project updates, and route calls to the right team member
• Schedule and coordinate meetings, site visits, and appointments for principals and engineers
• Maintain filing systems (digital and physical) for tracking project logs, contracts, and correspondence
• Manage office supplies, equipment, and vendor relationships (IT support, cleaning services, equipment maintenance)
• Coordinate facilities issues and act as point of contact for building management
• Support onboarding of new employees (workstation setup, paperwork, orientation logistics)
• Maintain office calendar, including holidays, PTO tracking, and conference room scheduling
• Assist engineers and project managers with formatting proposals, permit submittals, and client deliverables

Skills

Organizational skills

Communication skills

Discretion

Client coordination

On-site work

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Calc Engineering LLC, an engineering firm in Florida, is seeking an organized Secretary/Office Manager to support our growing team in Doral. This full-time, on-site role combines front-desk coverage with broader office management tasks and HR coordination.

You will handle client communications, manage schedules, and assist engineers and project managers with proposals and client deliverables, while maintaining orderly records and coordinating vendors.