Administrative Office Assistant

TL;DR

Administrative Office Assistant: Supporting daily office operations by providing administrative, coordination, and clerical services across multiple departments with an accent on document preparation, project tracking, and accounting data entry. Focus on maintaining office efficiency, managing communications, and assisting with project-related reporting in Deltek.

Location: Must be based in Philadelphia, PA (Hybrid: Tuesday-Thursday in office, Monday and Friday remote).

Salary: $27.00 - $30.00 USD per hour.

Company

Salas O’Brien is an employee-owned engineering and professional services firm founded in 1975, dedicated to designing lasting solutions for complex infrastructure and building challenges.

What you will do

• Manage office communications, including screening calls, emails, and greeting visitors.
• Coordinate internal meetings and lunch & learns, including catering and room setup.
• Handle document preparation, mailings, and project shop drawing/RFI logging.
• Perform data entry and reporting tasks within Deltek accounting software.
• Assist with generating proposals, letters, and monthly AR reports for clients.
• Maintain office supplies and ensure conference rooms are tidy.

Requirements

• Must be based in or near Philadelphia, PA for hybrid office attendance.
• 2+ years of relevant administrative experience.
• Proficiency in MS Word, Excel, PowerPoint, and Outlook.
• Strong attention to detail and ability to maintain accuracy in a fast-paced environment.
• Excellent oral and written communication skills.
• Typing speed of 40+ WPM.

Nice to have

• Experience with Adobe In-Design.
• Previous experience with CRM software.

Culture & Benefits

• Comprehensive U.S. based benefits package including medical, dental, and vision insurance.
• 401(k) retirement plan with company match.
• Paid time off and company holidays.
• Performance-based bonus eligibility.
• Access to wellness programs and professional development support.