Administrative Assistant at Michael Baker… · San Diego

Summary: Michael Baker International is a leading provider of engineering and consulting services, and they are seeking an Administrative Assistant to support their San Diego, CA office. The role involves providing general administrative support to the Buildings Engineering practice office, including tasks such as managing schedules, organizing files, and coordinating meetings. Responsibilities: - Compiles and analyzes basic information for inclusion in reports or presentation materials - Uses spreadsheet, word‑processing, and presentation software to support administrative tasks - Reads and routes incoming mail; locates and attaches appropriate files to correspondence - Organizes and maintains filing systems; files correspondence and other records - Answers and screens telephone calls; arranges conference calls - Coordinates schedules and makes appointments - Greets visitors and directs them to the appropriate area or individual - Arranges and coordinates travel schedules and reservations - Coordinates meetings, prepares agendas, reserves facilities, and records and transcribes meeting minutes - Composes, types, and distributes outgoing correspondence, including email and faxes - Orders and maintains office and departmental supplies; coordinates equipment maintenance - Maintains personnel and departmental space‑planning records - Performs basic accounting support, such as light receivables/payables or invoice preparation, as needed - Additional administrative responsibilities may include: - Coordinating proposal and ASR preparation, submissions, and tracking using standard templates and internal systems - Providing administrative support to engineering teams, including document formatting, specification support, and template maintenance - Processing and tracking office invoices and payments in coordination with Accounts Payable - Supporting professional licensing administration, including renewals, applications, and continuing education tracking - Assisting with onboarding and offboarding activities and coordinating building access as needed - Coordinating Lunch & Learns, meetings, and office events, including scheduling and basic logistics - Managing office, pantry, and printing supply inventory and placing orders as needed - Coordinating printing, plotting, and shipping requests with external vendors - Submitting and tracking facility maintenance requests and communicating office updates - Supporting daily office operations and common‑area readiness - Other duties as assigned Required Qualifications: - 0–2 years of related experience required - GED or High School Diploma - Compiles and analyzes basic information for inclusion in reports or presentation materials - Uses spreadsheet, word‑processing, and presentation software to support administrative tasks - Reads and routes incoming mail; locates and attaches appropriate files to correspondence - Organizes and maintains filing systems; files correspondence and other records - Answers and screens telephone calls; arranges conference calls - Coordinates schedules and makes appointments - Greets visitors and directs them to the appropriate area or individual - Arranges and coordinates travel schedules and reservations - Coordinates meetings, prepares agendas, reserves facilities, and records and transcribes meeting minutes - Composes, types, and distributes outgoing correspondence, including email and faxes - Orders and maintains office and departmental supplies; coordinates equipment maintenance - Maintains personnel and departmental space‑planning records - Performs basic accounting support, such as light receivables/payables or invoice preparation, as needed - Additional administrative responsibilities may include: Coordinating proposal and ASR preparation, submissions, and tracking using standard templates and internal systems - Providing administrative support to engineering teams, including document formatting, specification support, and template maintenance - Processing and tracking office invoices and payments in coordination with Accounts Payable - Supporting professional licensing administration, including renewals, applications, and continuing education tracking - Assisting with onboarding and offboarding activities and coordinating building access as needed - Coordinating Lunch & Learns, meetings, and office events, including scheduling and basic logistics - Managing office, pantry, and printing supply inventory and placing orders as needed - Coordinating printing, plotting, and shipping requests with external vendors - Submitting and tracking facility maintenance requests and communicating office updates - Supporting daily office operations and common‑area readiness - Other duties as assigned Required Skills: Spreadsheet software, Word-processing software, Presentation software Important Skills: Basic accounting support Nice-to-Have Skills: Customer service