Engineering Administrative Assistant

AppleOne Employment Services; Portland (OR); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401k

Sick pay

Job summary

AppleOne Employment Services in Portland, OR is seeking an experienced Engineering Administrative Assistant to support engineers, coordinate proposal materials, and help teams meet client and project deadlines. This direct-hire role emphasizes organization, collaboration, and reliable administrative support.

The role focuses on proposal submittals, documentation, schedules, and workflows across engineering staff and clients, with a strong emphasis on attention to detail and teamwork.

Qualifications

• 6 to 10 years of administrative support experience.
• Experience supporting technical, engineering, construction, architectural, or professional services teams.
• Strong document formatting, editing, proofreading, and organizational skills.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Ability to manage multiple priorities, deadlines, and details in a fast-paced professional environment.
• Excellent written and verbal communication skills.
• Strong attention to detail, follow-through, discretion, and reliability.
• Ability to work collaboratively with engineers, project managers, administrative staff, and external contacts.

Responsibilities

• Assist engineers with proposal preparation, formatting, assembly, and submittal coordination.
• Track proposal deadlines, document requirements, and submittal details to support timely completion.
• Prepare, edit, proofread, and organize technical documents, correspondence, reports, and presentation materials.
• Coordinate administrative workflows between engineering staff, project teams, clients, and internal stakeholders.
• Maintain accurate records, files, templates, and supporting documentation for proposals and project administration.
• Provide general administrative support including scheduling, meeting coordination, data entry, and follow-up communications.

Skills

Proposal coordination

Administrative support

Documentation & formatting

Deadline management

Communication skills

Team collaboration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Job Summary

We are seeking an experienced Engineering Administrative Assistant for a direct hire opportunity in Portland, OR. This role is ideal for a highly organized administrative professional who enjoys supporting engineers, coordinating proposal materials, and helping technical teams meet important client and project deadlines.

The Engineering Administrative Assistant will play a key role in keeping proposal submittals, documentation, schedules, and administrative workflows moving smoothly. This is a strong opportunity to join a professional engineering services environment where attention to detail, teamwork, communication, and dependable support are highly valued. Candidates who thrive in a collaborative setting and enjoy being a trusted resource for technical professionals will be well positioned for success.

Key Responsibilities

• Assist engineers with proposal preparation, formatting, assembly, and submittal coordination.
• Track proposal deadlines, document requirements, and submittal details to support timely completion.
• Prepare, edit, proofread, and organize technical documents, correspondence, reports, and presentation materials.
• Coordinate administrative workflows between engineering staff, project teams, clients, and internal stakeholders.
• Maintain accurate records, files, templates, and supporting documentation for proposals and project administration.
• Provide general administrative support including scheduling, meeting coordination, data entry, and follow-up communications.

Compensation and Benefits

• Salary range: $60,000.00 to $65,000.00 per year.
• Direct hire opportunity.
• For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

Required Qualifications and Skills

• Support engineers with proposal submittals and technical documentation.
• Coordinate deadlines, document requirements, and administrative follow-up for proposals.
• Prepare, format, proofread, and organize professional documents.
• Maintain accurate files, records, templates, and communication tracking.
• 6 to 10 years of administrative support experience.
• Experience supporting technical, engineering, construction, architectural, or professional services teams is strongly relevant.
• Strong document formatting, editing, proofreading, and organizational skills.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Ability to manage multiple priorities, deadlines, and details in a fast-paced professional environment.
• Excellent written and verbal communication skills.
• Strong attention to detail, follow-through, discretion, and reliability.
• Ability to work collaboratively with engineers, project managers, administrative staff, and external contacts.

Preferred Qualifications

• Prior experience assisting with engineering proposals, RFQ/RFP responses, or client submittal packages.
• Familiarity with proposal templates, document control processes, or project administration workflows.
• Experience working in an engineering services, architecture, construction, consulting, or technical services environment.
• Strong ability to anticipate team needs and proactively support deadline-driven projects.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.