Project Support Assistant 2 & Office Coordinator (Engineering)

TL;DR

Project Support Assistant 2 & Office Coordinator (Administration): Providing comprehensive administrative support and office coordination for project teams and management with an accent on document control, facility management, and internal communications. Focus on managing complex filing systems, coordinating regional office security, and creating visual announcements using InDesign/Illustrator.

Location: Hybrid in Arlington, VA, US

Company

Global employee-owned firm specializing in sustainable infrastructure and engineering services for government agencies.

What you will do

• Coordinate project communications, including greeting visitors, answering phones, and interacting with upper management and external clients.
• Manage complex filing activities, scanning, electronic repositories, and project documentation.
• Handle regional office logistics, including floorplan updates, badging requests, and security requirements.
• Organize project-related events, travel arrangements, and team-building activities.
• Create visual content for announcements and presentations using InDesign, Illustrator, and Microsoft Forms.
• Provide general clerical support: word processing, data entry, invoice routing, and office supply procurement.

Requirements

• Must be based in or able to work in Arlington, VA, US
• Intermediate to advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong interpersonal and communication skills for client and management interaction.
• Experience with electronic file structures and filing systems.
• High School Diploma or equivalent.

Nice to have

• 5+ years of relevant administrative experience.
• Proficiency in Adobe InDesign and Illustrator.
• Knowledge of SPECS Intact and electronic submittal practices.
• Experience with PeopleSoft and Blueprint.

Culture & Benefits

• 100% ESOP-owned company providing employee stock ownership.
• Comprehensive health benefits (medical, dental, vision) starting on day 1.
• Financial perks including a company-matched 401k plan.
• Support for work-life balance through flexible schedules and paid time off (vacation, holiday, sick leave).
• Professional development opportunities including tuition reimbursement.