Job Description

Administrative Assistant

Reports To:

Office Manager, Project Manager, or Principal Architect

Position Summary

The Administrative Assistant provides organizational, clerical, and operational support to architects, engineers, and project managers within a civil architecture firm. This role ensures smooth day-to-day office operations, assists with project documentation, coordinates communication between internal teams and external stakeholders, and maintains accurate records essential to architectural and engineering workflows.

Key ResponsibilitiesAdministrative & Office Support

Manage daily office operations, including answering calls, greeting visitors, and handling mail and deliveries. Schedule meetings, appointments, site visits, and project reviews for architects and project managers. Maintain office supplies, equipment, and vendor relationships. Organize and maintain physical and digital filing systems.

Project Documentation & Coordination

Prepare, edit, and format documents such as proposals, reports, RFI responses, submittals, meeting minutes, specifications, and drawings. Assist in organizing project documentation in compliance with firm standards. Track project deadlines, deliverables, and status updates; help maintain project calendars. Support project managers in preparing bid packages, tender documentation, and contract paperwork.

Technical & Drawing Support (Non-Design)

Assist with plotting, printing, scanning, and distributing architectural and engineering drawings. Maintain document control logs to track drawing revisions and transmittals. Coordinate with contractors, consultants, and clients regarding document submissions and approvals.

Financial & Administrative Tracking

Assist with preparing invoices, purchase orders, expense reports, and timesheets. Support budgeting and job-cost tracking by updating spreadsheets or project management systems. Coordinate with accounting to ensure accurate billing and documentation.

Communication & Client Interaction

Serve as an initial point of contact for clients, consultants, and regulatory agencies. Draft and send professional correspondence on behalf of architects and managers. Assist with preparing presentations and client-facing materials.

QualificationsRequired

High school diploma or equivalent; associate degree or administrative certification preferred. 2+ years of administrative experience Proficiency with Microsoft Office (Word, Excel, PowerPoint) and PDF editing software. Strong organizational skills and attention to detail. Excellent communication and time-management abilities.
Job Types: Full-time, Permanent

Pay: ₹12,000.00 - ₹20,000.00 per month

Work Location: In person