Design Administrative Assistant

Job Location: In-Office

ESI is seeking a highly motivated and detail-oriented Design Administrative Assistant to join our dynamic team. As a vital support role within our design and design project management teams, the Design Administrative Assistant plays a key part in ensuring the smooth coordination and execution of major climate-controlled facility projects. From the initial stages to project closeout, this position provides crucial administrative assistance to architectural and engineering teams, helping keep projects on track and organized.

Duties & Responsibilities:

  • Assist the architectural and engineering team with day-to-day administrative tasks, including document preparation, filing, mailing, and data entry.
  • Organize and maintain project files, records, and documentation in accordance with company procedures.
  • Prepare and distribute correspondence, reports, and other project-related documents.
  • Support the architectural and engineering team in reviewing project documentation for accuracy, completeness, and compliance with contractual requirements.
  • Serve as a point of contact for internal team members, subcontractors, suppliers, and clients, facilitating communication and ensuring timely responses to inquiries.
  • Maintain accurate contact lists and communication logs for project stakeholders.
  • Assist in the coordination of project meetings, conference calls, site visits, and travel arrangements, ensuring all relevant parties are informed and prepared.
  • Assist in the preparation and distribution of project documentation, including contracts, change orders, RFIs (Requests for Information), SICs (Supplemental Instruction Correspondence), submittals, correspondence, and reports.

Attributes:

  • Communication Skills
  • Organizational Skills
  • Time Management Skills
  • Interpersonal Skills
  • Attention to Detail
  • Dependable
  • Flexible & Adaptable
  • Consistent

Education & Skills Requirements:

  • Previous experience in an administrative support role, preferably within the architecture, engineering, or construction (AEC) environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.
  • Strong communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
  • Proactive attitude and willingness to take initiative, solve problems, and contribute to the success of the project team.
  • Knowledge of architecture, engineering, or construction (AEC) terminology, processes, and documentation preferred.
  • Associate degree or higher in Business Administration, Construction Management, or a related field is desirable, or five to ten years of work experience in lieu of a degree.
  • Previous Procore and Bluebeam experience is a plus
  • Professional references are required

Company Benefits:

  • Competitive, experience-based pay
  • Medical, dental, vision, and supplemental benefit programs
  • 401k program with 50% company match (up to federal limit)
  • Company-sponsored life insurance and long-term disability policies
  • Paid personal leave hours
  • Eight (8) paid holidays (includes birthday leave and restricted floating holiday)
  • Bonus opportunities

Apply Today

Here's what our team members are saying…

“The rewarding part of what we do is creating space and function for the client and taking it to the next level.”

Denise Peters,
Assistant Project Manager

“What I find the most rewarding is seeing the final product.”

Scott Strutz
Senior Architect

“I love working at ESI because it's a company where we do things right.”

Pete Pokorny,
Project Manager