Administrative Assistant I

Administrative Assistant I

$20.00-$21.00/Hourly

Shift: Monday - Friday 8am - 5pm 

Full job description:
🌟 Join a Professional Engineering & Surveying Firm

We are seeking a highly organized and detail-oriented Administrative Assistant / Proposal Coordinator to support our engineering and surveying departments. This role is essential to the preparation of formal proposals, maintenance of company documentation, and daily administrative operations. The ideal candidate is proactive, professional, and skilled in document design, writing, and coordination. 

💼 What You’ll Do
·         Must be punctual (Office Hours are 8:00 am – 5:00 pm, (must be flexible for overtime work) 

·         Open front door for Visitors as needed, and prepare office for daily activities (i.e., coffee, stock drinks, bathroom supplies, etc.)

·         Bilingual in English and Spanish preferred

·         Greet clients, guests and visitors in the front lobby area 

·         Manage all building service calls for maintenance, copy machines, mechanical/plumbing or IT

·         Answer telephone, take messages for Staff as necessary

·         Receive and distribute mail daily

·         Show proficiency in MS Office: Word, Excel, and Outlook/Exchange

·         Assist engineering and surveying project managers in formatting and finalizing proposals 

·         Prepare job activation sheets

·         Type correspondence letters, assist staff with preparing reports 

·         Learn to laminate and cut proposal covers and bind proposals, reports, etc.

·         Make luncheon arrangements for staff meetings/seminars to include picking up food as needed

·         Must have a valid driver’s license and current insurance to deliver for company 

·         Must be flexible to make deliveries around town, as needed 

·         Manage and maintain all postage-related activities (i.e., affix postage to outgoing correspondence)

·         Enter timesheets and mileage logs

·         Search for EPCAD property description information and EPCounty Records

·         Upkeep company vehicle warranty and maintenance logs

·         Prepare and keep company badges

·         Maintain and manage office supplies inventory (i.e., coffee, bathroom supplies, kitchen supplies)

·         Receive and send priority mail packages (i.e., FEDEX, UPS, etc.); postage out-going mail

·         Make all travel and lodging arrangements and reservations for Staff as required for travel, as needed

·         Update your timesheet, daily

·         At the end of the day, ensure that the front business door is locked; turn off coffee; and ensure that copy machines are stocked with paper; turn on exterior lights; close all front office blinds and prepare office for next day’s activities (i.e., stock-up refrigerator drinks, clean coffee pots & station, etc.)

Other minor activities may be required throughout the assignment 

✅ What We’re Looking For
 Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook) 
 Strong writing, proofreading, and editing skills 
 Ability to manage multiple deadlines and priorities 
 Excellent organization and attention to detail 
 Professional communication and discretion 
 Ability to work independently and in a team environment 
 Experience using AI tools for document creation and workflow (preferred) 

🎯 What We Offer
 ✅ Temp-to-Hire Opportunity (long-term career potential) 
 ✅ Work with a respected engineering-focused organization 
 ✅ Gain experience in high-level proposal development 
 ✅ Professional, team-oriented environment 

📩 How to Apply
In Person at 📍 Onin Staffing - 7040 N Mesa St, Suite O - El Paso, TX 79912

Apply now so we can hold a spot for you. We can’t wait to talk to you!

––Your Ōnin team