Administrative Assistant at Salas O'Brien

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary

Our office in Vista, CA, is looking for an Administrative Assistant to join our growing team. Your role will be to proactively support the Vista office and help cultivate the culture of Salas O’Brien as a growing national firm.

To thrive in that role, you will need to be an energetic professional who cares about the big picture while being diligent about meeting deadlines and following through.

Responsibilities

• Welcome visitors
• Answer phones and field calls in a professional manner
• Sort and distribute incoming/outgoing mail, deliveries, and pickups
• Restock office supplies and maintain copier/printers with paper and toner
• Assist with the planning and coordination of office events, including client meetings, office lunches and presentations
• Filing and various administrative work
• Keep conference room and lunchroom organized and clean at all times
• Order and electronically file of Certificates of Insurance
• Order courier service (National Messenger) and overnight shipments (GSO/FedEx) as needed
• Typing, editing and formatting word documents with feedback from clients, principals and project managers
• Make and coordinate travel arrangements
• Light accounting assistance involved with reconciling receipts and invoices, scanning/copying and coordinating with accounting department
• Various projects as assigned by Manager / Principal
  
  

Qualifications

• Minimum of 2 years in experience in a professional environment
• Administrative office experience required
• Microsoft Office Suite knowledge required specifically Word and Excel and Outlook
• Experience with Deltek Vision (a plus)
• Knowledge of SpecsIntact software (a plus)
  
  

Skills/abilities

• Excellent written and verbal communication
• Excellent organizational skills and a high level of attention to detail
• Ability to multitask and take direction from various team members
• Able to handle a fast-paced and demanding environment
• Be self-motivated and able to prioritize tasks
• Must exhibit a solid professional business image with a team player attitude
• Ability to work within a team environment
• Ability to take initiative and work independently
  
  

Location: On-site in Vista, CA

Travel: Not required

Compensation & Benefits

Salas O’Brien health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Team members have access to medical, dental, vision, and basic life insurance, a 401(k) plan, and the ability to purchase company stock at a discount. Salas O’Brien has both U.S. and Canadian (PTO) plans for full-time salaried, exempt and non-team members, 10 paid holidays, and paid leave programs for military service and new parents. And certain roles may be eligible for additional rewards, including merit increases, performance discretionary bonus, and stock.

The base salary range for this position is $24 to $28/hr. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.