Part-Time with Opportunity for Full-Time Employment
Location: Downtown Orange, CA
Schedule: Minimum 25 hours per week, Monday through Friday
Required Availability: 9:00 AM–2:00 PM, with availability for longer shifts
Work Arrangement: In-office only; no remote work
Weekends: No weekends required
Overview
We are a small, established structural engineering firm seeking a motivated, dependable, and highly organized Administrative Assistant to join our six-person team.
This is an important in-office role supporting daily operations, client communication, scheduling, document organization, bookkeeping, and general administrative responsibilities. The ideal candidate is proactive, punctual, professional, detail-oriented, and able to complete assignments accurately and on time.
We are looking for someone who takes ownership of their responsibilities, follows through without repeated reminders, and can be trusted with confidential company and financial information. Strong communication skills, excellent customer service, and the ability to maintain an organized and efficient office environment are essential.
Paid on-the-job training will be provided and is expected to take approximately 2-3 weeks. This position requires a minimum commitment of 25 hours per week, with the potential for longer shifts and full-time employment.
Duties and Responsibilities
- Manage front-desk responsibilities, including greeting visitors, answering phones, directing calls, and maintaining professional phone etiquette
- Respond to client, vendor, and business emails promptly and professionally
- Provide exceptional customer service and maintain positive communication with clients
- Manage calendars, schedule appointments, and coordinate meetings
- Organize and maintain physical and electronic filing systems
- Perform accurate data entry using Microsoft Excel, spreadsheets, and other office software
- Prepare, edit, proofread, and format emails, correspondence, reports, and business documents
- Assist with invoices, expense tracking, financial paperwork, and basic bookkeeping
- Track assignments, follow up on outstanding items, and ensure deadlines are met
- Maintain confidentiality when handling financial, client, employee, and company information
- Assist with general office operations and administrative tasks as needed
Required Qualifications
- Previous administrative, office management, or professional customer-service experience
- Basic proficiency in Microsoft Office, particularly Microsoft Word, Outlook, and Excel
- Experience updating and maintaining Excel spreadsheets
- Strong ability to write clear, polished, and professional emails
- Excellent verbal and written communication skills
- Exceptional customer-service skills
- Strong organizational and time-management abilities
- Reliable, punctual, trustworthy, and consistent
- Detail-oriented and able to meet deadlines
- Ability to prioritize assignments and manage multiple responsibilities
- Ability to work independently and follow through on tasks
- Professional judgment and discretion when handling confidential information
- Comfortable working in a fast-paced professional office environment
Preferred Qualifications
- Experience with Google Workspace
- Experience bookkeeping software
- Familiarity with invoicing, expense tracking, or other financial paperwork
- Experience with multi-line phone systems
- Previous experience in an engineering, architecture, construction, or other professional-services office is a plus
Training and Growth
- Paid on-the-job training provided
- Approximately two to three weeks of training anticipated
- Minimum 25 hours per week
- Required availability Monday through Friday from at least 9:00 AM to 2:00 PM
- Availability to transition into full-time
- No weekend work required
How to Apply
Please apply through this posting or call our office at (714) 997-9120.
Please submit a current resume and a brief introduction explaining your relevant experience and why you believe you would be a strong fit for this position.
We are actively hiring and hope to fill this position very soon. Serious and qualified candidates only. Please review the schedule, in-office requirement, experience requirements, and job responsibilities carefully before applying.
We value applicants’ time and ask that candidates respect ours as well. Please apply only if you are genuinely interested, meet the stated qualifications, can reliably work the required schedule, and are prepared to move forward promptly in the interview and hiring process.
Join our team and become an essential part of a professional, supportive office dedicated to providing excellent service to our clients and colleagues.
Pay: $24.00 per hour
Benefits:
Work Location: In person
