Administrative Assistant - Toledo

Overview

Provide admin support to technical staff, manage documents, meetings, and contracts.

Key Responsibilities

• meeting coordination
• report compilation
• specification editing
• document management
• correspondence prep
• construction administration

Tasks

-Meeting coordination (including lunch & learns), working with staff and Office/Administrative Assistants to ensure scheduling, setup, and teardown/cleanup are completed effectively. Attendance certificates often needed. -Compiling reports, tech memos, etc. Again, efforts include formats meet company guidelines, accuracy, and readability. Small to large documents combined into pdf format, ensuring layouts are ready for client presentation and print-ready compilation as needed. -Specification editing, ensuring the outline is maintained correctly, editor notes have been removed, bracket searches are completed, technical procedure QA/QC processes are followed, etc. -Efficient document management and record keeping maintained as a priority, whether in project areas or in CRM environment. Project Closeout is an integral part of this process. -Compiling correspondence, including proposals, agreements, letters, memos, meeting minutes, etc. Efforts include ensuring formats meet company guidelines, accuracy, and readability. -Construction administration phase processes, including Executed Contract Documents, contract modifications (Addendum/Bulletin/Change Order/Etc.), RFIs, Submittals, etc.

Requirements

• 3+ years
• proofreading
• detail‑oriented
• multi‑tasking
• microsoft office
• bluebeam

What You Bring

-At least three years administrative experience, preferably in an engineering or similar consulting environment, although not required. -Good proofing and editing skills, to assist staff in well-written and clear work product. -Significant interest in quality and care; accuracy and attention to detail are essential. -Multi-tasking is key, as demands can change frequently. Thrive in a fast-paced environment and be self-motivated. -Highly organized, dependable, and detail oriented. -Proficient in Microsoft Outlook, Word, and Excel. Experience in PowerPoint and Bluebeam are desired. -Communicate effectively and professionally. -Adaptable to our continuous advancement of technology and processes.

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Benefits

-401(k), profit-sharing, and stock options (we are 100% employee-owned!). -Reimbursement and support for tuition, continuing education, and professional/personal development. -Vacation, sick, and volunteer time, PTO, parental leave, and paid holidays. -Opportunities for hybrid and flexible schedules. -Wellness reimbursement and activities. -Medical, dental, and vision insurance.

About Fishbeck

-Specializing in architecture, civil, structural, mechanical, electrical, environmental science, surveying, and construction management projects. -Typical projects span university campus renovations, water‑treatment systems, transportation infrastructure, industrial facilities, and municipal planning. -Employee‑owned structure ensures invested leadership and continuity in client relationships and project delivery.

Sector Specialisms