Engineering Team Administrative Assistant

Behind every skyline is a community of Engineers.

At Jordan & Skala Engineers (JSE), our engineering teams rely on strong administrative support to keep projects organized, deadlines visible, and deliverables moving. The Team Administrator plays a key role in supporting the day-to-day operations of an MEP engineering team, helping the Team Leader and project staff stay coordinated, accurate, and on track.

We’re looking for a Team Administrator who is organized, detail-oriented, and comfortable supporting a busy team in a deadline-driven professional services environment.

What you’ll do

Team & Administrative Support

• Provide general administrative and clerical support to the Team Leader and engineering team
• Manage the team calendar and help track key deadlines, meetings, and deliverables
• Manage the master task list for the team and help ensure follow-up items stay on track
• Set up company and vendor-sponsored Lunch & Learns and team meetings
• Assist the Team Leader with new hire and Co-Op orientation, support, and training
• Request marketing materials as needed

Project Documentation & Deliverables

• Prepare project log-in sheets and maintain team document logs, including RFIs and submittals
• Complete and issue meeting minutes and field reports
• Perform MS Word formatting of written documents, including book specifications
• Support specification formatting and document organization
• Assemble drawings and specifications for issuance, including coordinating stamping requirements with Engineers of Record
• Monitor timeliness of shop drawing reviews and RFIs, maintaining logs and helping the team stay on schedule

Time, Billing & Accounting Support

• Collect timesheets from team members for Team Leader approval
• Complete site visit expense forms for client reimbursement
• Prepare draft pre-billing reports for Team Leader review
• Support accurate reporting of billable hours and project-related expenses
• Work with Accounting and the Team Leader on accounts receivable follow-up for past due invoices
• Monitor payment of invoices and assist with follow-up to clients as needed
• Maintain team backlog reports and update opportunity checklists

What will make you successful

Required

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Strong editing and proofreading abilities
• Ability to manage multiple priorities, respond to changing needs, and keep work moving in a deadline-driven environment
• Excellent time management skills
• Proficiency in Microsoft Office Suite products, including Excel, PowerPoint, Outlook, and Word
• Ability to work effectively with Team Leaders, engineering staff, Accounting, and other internal teams

Preferred

• Experience in an engineering, architecture, construction, or professional services environment
• Deltek Vision or Vantagepoint experience
• Experience supporting project billing, timesheets, expense reports, document control, or project administration

What we’re looking for

The ideal candidate is dependable, proactive, and comfortable being the person who helps keep a busy team organized. This role is a strong fit for someone who enjoys structure, follow-through, and supporting others behind the scenes while still playing an important role in project delivery. You should be comfortable tracking details, asking good questions, communicating clearly, and helping ensure deadlines and administrative responsibilities do not fall through the cracks.

Why join JSE?

Jordan & Skala Engineers is a great place to build a long-term career. We offer a family-friendly environment with competitive benefits, teleworking options, flexible PTO, wellness incentives, professional development, and more. You’ll be consistently challenged by interesting projects, and your opportunities will be limited only by your ambition. The sections below provide a general overview of the employee benefits and programs available to eligible Jordan & Skala Engineers employees.

Growth & Development

• JSE University
• In-house seminars & technical training
• Lunch & Learns
• Encouragement and support for professional licensure
• Paid time off for FE and PE exam study preparation
• Financial assistance toward educational development

Helping You Maintain Balance

• Teleworking options
• PTO (Flexible Time Off Policy)
• Paid holidays (8)
• Paid time for employee’s birthday policy
• Paid bereavement leave
• Fitness incentive program
• Wellness programs
• Booster programs
• Employee Assistance Program (EAP)

Financial

• 401(k) plan with competitive employer match
• Discretionary bonuses 3 times per year
• Flexible spending accounts (FSA)
• Health savings accounts (HSA) and employer contributions
• Financial seminars
• Bonus for passing FE exam and first-time passing PE exam
• Competitive compensation

Insurance

• Company-paid life and AD&D insurance
• Health insurance
• Company-paid employee vision & dental insurance
• Company-paid short-term disability
• Company-paid long-term disability
• Voluntary plans (Critical Illness/Cancer, Accident)

About Jordan & Skala Engineers

Jordan & Skala Engineers is a leading mechanical, electrical, and plumbing engineering firm with regional design offices located throughout the United States. Jordan & Skala has grown to be one of the largest consulting engineering firms in the U.S., ranked by Consulting-Specifying Engineer trade publication as a top “MEP Giant” consistently since 2004.

Founded as a corporation in 1953, the firm has built a national client base by utilizing its considerable technical and personnel resources to deliver innovative designs on time and within budget.

In the professional engineering industry, there is no substitute for experience. Jordan & Skala Engineers has participated in the design and construction of thousands of buildings throughout the United States, Central America, and the Caribbean. Our firm is committed to providing innovative consulting engineering solutions for any project challenge.

Equal Opportunity & Important Applicant Notices

Jordan & Skala Engineers is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other protected status in accordance with applicable law.

Visa Sponsorship: Jordan & Skala Engineers does not offer employment-based visa sponsorship now or in the future.

Application Updates: Due to the high volume of applications we receive, we may not be able to respond individually to applicants who are not selected for an interview.

Apply today and start a conversation with us.