Administration Assistant

Administrative Assistant

Reports To: Office Manager, Project Manager, or Principal Architect

Position Summary

The Administrative Assistant provides organizational, clerical, and operational support to architects, engineers, and project managers within a civil architecture firm. This role ensures smooth day-to-day office operations, assists with project documentation, coordinates communication between internal teams and external stakeholders, and maintains accurate records essential to architectural and engineering workflows.

Key ResponsibilitiesAdministrative & Office Support

• Manage daily office operations, including answering calls, greeting visitors, and handling mail and deliveries.
• Schedule meetings, appointments, site visits, and project reviews for architects and project managers.
• Maintain office supplies, equipment, and vendor relationships.
• Organize and maintain physical and digital filing systems.

Project Documentation & Coordination

• Prepare, edit, and format documents such as proposals, reports, RFI responses, submittals, meeting minutes, specifications, and drawings.
• Assist in organizing project documentation in compliance with firm standards.
• Track project deadlines, deliverables, and status updates; help maintain project calendars.
• Support project managers in preparing bid packages, tender documentation, and contract paperwork.

Technical & Drawing Support (Non-Design)

• Assist with plotting, printing, scanning, and distributing architectural and engineering drawings.
• Maintain document control logs to track drawing revisions and transmittals.
• Coordinate with contractors, consultants, and clients regarding document submissions and approvals.

Financial & Administrative Tracking

• Assist with preparing invoices, purchase orders, expense reports, and timesheets.
• Support budgeting and job-cost tracking by updating spreadsheets or project management systems.
• Coordinate with accounting to ensure accurate billing and documentation.

Communication & Client Interaction

• Serve as an initial point of contact for clients, consultants, and regulatory agencies.
• Draft and send professional correspondence on behalf of architects and managers.
• Assist with preparing presentations and client-facing materials.

QualificationsRequired

• High school diploma or equivalent; associate degree or administrative certification preferred.
• 2+ years of administrative experience
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and PDF editing software.
• Strong organizational skills and attention to detail.
• Excellent communication and time-management abilities.

Job Types: Full-time, Permanent

Pay: ₹12,000.00 - ₹20,000.00 per month

Work Location: In person