Administrative Assistant I

Administrative Assistant I The Administrative Assistant I at Davis, Bowen & Friedel provides entry-level administrative support to the architecture, engineering, and surveying departments, contributing to the efficient daily operation of a fast-paced, multidisciplinary office. This role focuses on routine administrative duties, document preparation, and general office coordination under close to moderate supervision. The position supports assigned departments by following established procedures and assists with maintaining organized records, preparing correspondence, and contributing to a productive and professional office environment. The Administrative Assistant I serves as a foundational role for administrative career development and provides essential support that enables higher-level staff and project teams to operate efficiently. Essential Functions Support daily operational efficiency of the office by assisting staff and management with routine administrative needs. Perform administrative support tasks including typing, formatting, and proofreading proposals, letters, reports, and specifications using Microsoft Word. Transcribe handwritten or marked-up documents accurately into electronic format. Develop, update, and maintain basic Excel spreadsheets and logs for departmental tracking purposes. Assist with preparation, assembly, packaging, and delivery of proposals, plans, and specifications for architectural, engineering, and surveying projects. Maintain and organize general office files and project-related records in accordance with established recordkeeping practices. Answer phones, route calls, respond to routine inquiries, and direct visitors or messages appropriately. Process incoming and outgoing mail, packages, and deliveries. Order and restock basic office supplies as directed. Communicate primarily within assigned department(s) while supporting cross-department requests as assigned. Required Knowledge, Skills, and Abilities Basic knowledge of office administrative processes including recordkeeping, filing, document preparation, and routine coordination tasks. Ability to manage assigned tasks, follow schedules, and meet deadlines with guidance from supervisors. Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, Teams) and general office equipment such as copiers, printers, and scanners. Ability to type, format, proofread, and edit routine correspondence, proposals, and reports with accuracy. Ability to handle sensitive information responsibly and follow confidentiality guidelines. Ability to maintain positive and professional working relationships with coworkers, supervisors, and visitors. Dependable in completing assigned tasks accurately while demonstrating willingness to learn new skills and accept direction. Ability to work cooperatively in a team-oriented environment and support shared departmental goals. Ability to respond courteously to internal and external inquiries as directed and communicate clearly and professionally. Ability to follow established procedures, seek guidance when needed, and adapt to changing task priorities. High school diploma or GED required. Two (2) year degree or vocational/administrative certification preferred. Entry-level or limited prior administrative experience acceptable. Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) required. FLSA Status: Non-Exempt This position is performed primarily in a standard, climate-controlled office environment with moderate background noise typical of professional office settings. Duties require prolonged sitting at a computer workstation, frequent use of hands for typing and document handling, and occasional standing, walking, bending, or light lifting of office materials or packages generally up to 25 pounds. The role involves regular interaction with staff and visitors and consistent use of standard office equipment such as phones, printers, scanners, and copiers. Medical, dental and vision insurance Life and disability insurance 401(k) plan with company match Annual paid time off (PTO) Paid holidays Flexible summer hours Education Assistance and professional licensing reimbursement Flexible savings account Bonus pay This job description is not intended to be an all-inclusive list of duties, responsibilities, or activities associated with the position. Duties and responsibilities may change, or new ones may be assigned at any time, with or without notice, to meet the needs of the organization.

Created: 2026-03-04