Overview
Civil Engineering Administrative Assistant Jobs in Yukon at Fjord Engineering
Job Overview
Administrative Office Assistant – City Liaison & Reception
We are seeking a reliable, organized, and personable Administrative Office Assistant to serve as the front-line coordinator for our civil engineering office. This role is the connective tissue between our design team, our clients, and the municipal agencies we work with daily. You’ll keep the office running smoothly, greet visitors, and act as the primary courier and point of contact between our firm and city departments—hand-delivering plan sets, tracking permit submittals, and ensuring nothing falls through the cracks. This position is ideal for a detail-oriented self-starter who enjoys variety, thrives on keeping people and paperwork moving, and takes pride in being the dependable hub of a busy office.
Responsibilities
- Serve as the primary liaison between the office and municipal agencies—delivering plan sets, permit applications, and supporting documents to city planning, engineering, and public works departments, and returning agency comments and redlines to the project team.
- Track the status of permit submittals, plan reviews, and resubmittals across multiple jurisdictions, maintaining a clear log of deadlines, review cycles, and outstanding items.
- Greet clients, visitors, and vendors at the front desk; answer and route incoming phone calls, emails, and correspondence in a professional and welcoming manner.
- Manage the day-to-day operations of the office, including scheduling meetings, maintaining calendars, coordinating deliveries and pickups, and keeping common areas and supplies well stocked.
- Prepare, print, assemble, and organize plan sets, submittal packages, and correspondence for delivery to clients and agencies, ensuring copies are complete, collated, and properly labeled.
- Maintain organized digital and physical filing systems for project documents, permits, contracts, and agency correspondence.
- Assist engineering staff with administrative tasks such as data entry, document formatting, expense tracking, and coordinating notary or courier services as needed.
- Communicate courteously and clearly with city staff, clients, and team members to relay information, confirm appointments, and follow up on pending items.
Experience & Qualifications
- High school diploma or equivalent required; associate’s degree or relevant administrative coursework a plus.
- Prior administrative, receptionist, or office coordination experience; experience in an engineering, architecture, construction, or municipal setting is highly desirable.
- Valid driver’s license and reliable transportation, with willingness to make regular deliveries to city offices and client sites.
- Comfortable interacting with municipal staff and navigating permitting or plan-submittal counters; familiarity with local government processes is a strong advantage.
- Proficiency with Microsoft Office (Word, Outlook, Excel) and general office equipment (printers, plotters, scanners); ability to learn document-management and project-tracking software.
- Strong organizational skills and attention to detail, with the ability to juggle multiple deadlines and priorities.
- Excellent verbal and written communication skills and a professional, service-oriented demeanor.
- Dependable, punctual, and able to work independently while supporting a collaborative team.
Join us to become the go-to person who keeps our office and our projects moving. You’ll play an essential role in delivering great work to our clients and our community—all within a supportive environment that values reliability, initiative, and teamwork.
Pay: $20.00 – $30.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
Title: Civil Engineering Administrative Assistant
Company: Fjord Engineering
Location: Yukon
