Careers - Administrative Assistant

Administrative Assistant

Posted - 04/24/2023

Position: Administrative Assistant

Reports To: Director of Administration

Status: Full time/non-Exempt 

Pay Scale: $25-$35/hour, DOE

Location: Irvine or Diamond Bar, CA. After three months of satisfactory performance in the office, employee may work from home up to 3 days a week, subject to company policies at that time.

Job Description

ADVANTEC Consulting Engineers, Inc., is a rapidly growing professional engineering consulting firm. Our headquarters is located in Irvine, and we have offices in Diamond Bar and Palm Desert. 

We are looking for a full-time Administrative Assistant who can work in our Irvine office to support our team in a variety of areas (including but not limited to):

  • Accounting support:

    • Coordinating proposal production - from planning to formatting (basic graphic design) and printing – you work with our Project Managers to make sure it looks great and is on time

    • Event coordination, including conferences, exhibitions, and internal company events

    • Managing the company’s social media

  • Human Resources support

  • Additional clerical duties, as needed

If you are the Administrative Assistant we’re looking for, YOU…

  • Are the most organized person you know – project management and hitting deadlines are in your nature

  • Enjoy working behind the scenes but also enjoy putting your creative skills to good use

  • Are detail oriented, catch typos and mistakes, and have an eye for clean formatting

  • Like the variety of supporting a range of people and functions and wearing multiple hats in any given week.

Duties Include:

  • Providing office support, including performing administrative duties and typing, using a company-provided personal computer, and covering regular duties for the Administrative Team

  • Prepare invoices on a monthly basis

  • Maintaining filing systems, including server filing of all data and information

  • Maintaining phone directory and emergency contact information of staff; assist with internal HR functions

  • Assisting in cross-checking timesheets, Overtime Form, PTO and sick forms

  • Providing support to post vendor invoices each month in our computerized accounting system

  • Assisting with ordering and maintaining inventory of office and kitchen supplies.

  • Ensuring the collection and distribution of mail and packages.

  • Assisting with coordination and setup for special events, such as conferences, company events and parties, as required.

  • Performing other job-related duties as assigned.

  • This is a full-time position and reports to the Director of Administration.

Required skills:

  • Proficient with Microsoft Word, Outlook, Excel and PowerPoint

  • Fast learner

Skills & Experience

  • Proficient skills in Microsoft Office (Word, Excel, PowerPoint, Outlook…etc.) and Adobe are required. 

  • A Bachelor’s degree in a relevant discipline is highly desirable, and/or relevant experience (2-4 years) in related work.

  • Experience with engineering consulting firms is a plus.  

  • Some graphic design experience is a major plus! 

Pay & Benefits:

  • $25-35 per hour, DOE

  • Comprehensive health benefits and 401k program

  • We are an equal opportunity employer and offer a competitive salary and comprehensive benefit package. 

How to Apply:

  1. Please send your resume directly to HR@advantec-usa.com

  2. In your cover letter, answer the following question: What are the top 3 reasons why you’re a great fit for this position?