Position Summary
General Engineering Company is seeking a Survey Administrative Coordinator to provide administrative, customer service, and project support to Survey Department staff in our Portage and Green Lake offices.
This position serves as an initial point of contact for prospective and existing clients, assists with project intake and proposals, maintains records and deadlines, and supports the day-to-day coordination of survey projects.
Previous surveying experience is helpful but not required. Candidates with strong administrative, customer service, project coordination, real estate, title, legal, municipal, construction, or engineering-office experience are encouraged to apply. This position will primarily be on-site at our Portage office but may require periodic travel to Green Lake Surveying one or two days a week.
Primary Responsibilities
- Answer incoming calls and respond to general Survey Department inquiries.
- Serve as an initial contact for prospective clients requesting surveying services.
- Gather property, project, service, and scheduling information from clients.
- Enter and maintain accurate client and project information.
- Route technical questions to the appropriate survey staff member.
- Communicate with clients regarding scheduling, documentation, project status, and other non-technical matters.
- Assist with preparing, formatting, and sending proposals, agreements, and client correspondence.
- Create and maintain electronic and paper project files.
- Assist with opening new projects and confirming required information has been received.
- Track proposals, signed agreements, deposits, records, and outstanding documents.
- Maintain project calendars, tracking systems, spreadsheets, schedules, and deadlines.
- Provide reminders regarding upcoming deadlines and missing project information.
- Assist with scheduling fieldwork, client appointments, courthouse research, and other project activities.
- Help coordinate workloads and communication between the Portage and Green Lake offices.
- Organize, scan, file, retrieve, and maintain survey records, maps, plats, legal descriptions, and correspondence.
- Conduct basic property and project research using courthouse, municipal, county, online, and company records.
- Obtain deeds, plats, tax records, recorded documents, permits, and other information requested by survey staff.
- Travel to courthouses, municipal offices, and other government locations to research, obtain, record, or file documents.
- Prepare letters, emails, reports, forms, mailing materials, and other department documents.
- Coordinate mailings, certified mail, deliveries, and document pickups.
- Assist with meeting preparation, document distribution, department communications, and general administrative tasks.
- Perform other administrative and project-support duties as assigned.
Qualifications
- High school diploma or equivalent required.
- Previous administrative, clerical, customer service, project coordination, or office experience preferred.
- Experience in surveying, engineering, construction, real estate, title work, legal services, municipal government, county government, or a related field is helpful but not required.
- Experience preparing proposals, agreements, or professional correspondence is preferred.
- Experience researching public records or working with courthouse or municipal records is beneficial.
- Valid driver’s license and acceptable driving record will be required for business-related travel.
Skills and Strengths
- Strong organization and time-management skills.
- Ability to manage multiple projects, deadlines, and priorities.
- Excellent telephone etiquette and professional communication skills.
- Strong attention to detail and accurate recordkeeping.
- Ability to gather information by asking clear and appropriate questions.
- Ability to communicate effectively with clients who may be unfamiliar with surveying services.
- Ability to follow established procedures and recognize when questions should be referred to technical staff.
- Ability to maintain confidentiality and properly handle client, property, legal, and company information.
- Proficiency with Microsoft Outlook, Word, Excel, and electronic document systems.
- Ability to learn company software, survey terminology, project processes, and public-record research tools.
- Ability to work independently, use sound judgment, and follow through on assignments.
- Ability to work collaboratively with employees in multiple office locations.
- Flexibility and professionalism as schedules and priorities change.
Preferred Transferable Experience
Relevant experience may include:
- Administrative or executive support
- Customer service or client intake
- Project coordination and deadline tracking
- Scheduling and calendar management
- Records management and document control
- Real estate, title, legal, banking, or insurance documentation
- Construction or engineering office support
- Municipal, county, or courthouse operations
- Property, deed, tax, permit, or public-record research
- Preparing proposals, contracts, or professional correspondence
Work Requirements
- Ability to work in a professional office environment.
- Ability to regularly use standard office equipment.
- Ability to occasionally travel between the Portage and Green Lake offices and to courthouses, municipal offices, client locations, and other government facilities.
- Ability to occasionally lift and carry files, record books, plans, and office materials.
- Ability to review detailed electronic and paper records for accuracy.
General Engineering Company may modify or assign duties based on the needs of the company and the Survey Department.
Pay: $22.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
