AEC Administrative Assistant

Administrative Assistant

We are seeking a detail-oriented and efficient Administrative Assistant to support our architectural team. The successful candidate will prepare and expedite proposals, manage project postings, and coordinate various administrative tasks to ensure smooth operations.

Responsibilities

• Prepare and expedite proposals.
• Create, coordinate, and route specifications and plans to printers and plan rooms.
• Perform assorted computer maintenance duties.
• Consistently update project postings on the website.
• Maintain the website as needed.
• Prepare Specification Documents for bid processes.
• Initiate and coordinate legal advertisements for bidding processes.
• Prepare and generate A.I.A. Contracts and forms.
• Complete, submit, and renew state licensing.
• Update, edit, and create specifications in MasterSpec.
• Schedule and coordinate vendor A.I.A. CEU certifying classes.
• Coordinate and document architectural meetings.
• Perform general filing, dead-filing, copying, mailing, typing, and faxing.
• Maintain office supply inventory for the third floor.
• Provide administrative support to the entire architectural floor.
• Create various marketing documents as requested.
• Assist the President with assorted tasks and errands, including deliveries and office supplies.
• Coordinate special events as needed.
• Supervise and cover the receptionist desk as needed.
• Make travel arrangements.
• Manage miscellaneous meeting registrations.
• Maintain the library as needed.
• Route and screen calls for the architectural floor.
• Type and edit letters and other documents, and process transmittal letters.

Essential Skills

• Strong administrative support and data entry skills.
• Proficiency in Adobe, Microsoft Office, Outlook, and Excel.
• Excellent organizational skills and ability to multitask.
• Strong customer service skills and meticulous attention to detail.
• Pleasant voice and even personality for receptionist duties.
• Willingness to learn all phases of engineering and architectural projects.

Additional Skills & Qualifications

• High School education with a 2-year degree preferred.
• Minimum 3 years of work experience in the AEC industry.
• Proficiency in database management, spreadsheets, tables, and basic office skills.
• Some accounting knowledge is a plus.

Work Environment

The position is onsite, within an office environment.

Job Type & Location

This is a Contract to Hire position based out of Jackson, Tennessee.

Pay and Benefits

The pay range for this position is $21.00 - $22.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Jackson, TN.

Application Deadline

This position is anticipated to close on Oct 20, 2025.