Administrative Assistant

Water Works Engineers • Scottsdale, AZ

10d • Onsite

About The Position

Join Our Team as an Administrative Assistant at Water Works Engineers! Meet Water Works Engineers: Water Works Engineers (WWE) is a leading civil and environmental engineering firm specializing in innovative and sustainable solutions for water infrastructure projects across the United States. For over 20 years, we have excelled in planning, designing, and implementing projects involving the treatment, storage, and conveyance of drinking water, recycled water, and wastewater. With offices in Scottsdale, AZ; Redding, Roseville, San Mateo, San Diego, and Los Angeles, CA; Star, ID; Albuquerque, NM; and Salt Lake City, UT, we bring an understanding and sensitivity to Western water and wastewater issues. Our expertise includes water and wastewater treatment, stormwater management, hydraulic modeling, and environmental compliance. Committed to innovation, integrity, and teamwork, we enhance the sustainability and resilience of the communities we serve. Why this role matters: At Water Works Engineers, our Administrative Assistants play a vital role in keeping our offices running smoothly and our teams supported every day. As the welcoming face of our Scottsdale office, you will help create a professional, organized, and positive environment for employees, clients, and visitors alike. This role goes far beyond traditional administrative support. You will be a key contributor to daily operations by assisting with project coordination, supporting engineers and office staff, helping manage important documentation and communications, and ensuring the office stays organized and responsive in a fast-paced environment. We are looking for someone who enjoys being part of a collaborative team, takes initiative, and is eager to jump in wherever needed. Your ability to anticipate needs, stay organized, and support a wide variety of responsibilities will directly contribute to the success of our projects, our people, and the overall experience within our Scottsdale office.

Requirements

• High school diploma or equivalent required; additional administrative professional training is highly valued.
• 2-5 years of administrative or office management experience, preferably in a technical, engineering, or professional services environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with SharePoint, Adobe InDesign, Microsoft Project, Access, Photoshop, or similar tools is a plus.
• Experience supporting proposal production, including formatting documents and enhancing visual layout, graphics, charts, and infographics, is highly valued.
• Strong written and verbal communication skills with close attention to detail in grammar, punctuation, and formatting.
• Demonstrated ability to stay organized, manage multiple priorities, and meet deadlines in a fast-paced, dynamic environment.
• High level of discretion when handling confidential and sensitive information.
• Proactive, team-oriented mindset with a focus on supporting a positive and collaborative work environment.
• Valid driver’s license and reliable transportation required.

Nice To Haves

• additional administrative professional training
• experience with SharePoint, Adobe InDesign, Microsoft Project, Access, Photoshop, or similar tools
• Experience supporting proposal production, including formatting documents and enhancing visual layout, graphics, charts, and infographics

Responsibilities

• Support office coordination, administration, and management, and company-wide administrative efforts.
• Serve as the first point of contact for guests and deliveries, and maintain the appearance and professionalism of the office.
• Take ownership of the front desk area, ensuring a welcoming, organized, and professional environment.
• Manage calendars, schedule meetings, order supplies, and support both internal and external communications.
• Perform general administrative tasks, including formatting specifications, reports, and documents.
• Format technical reports and assist with general administrative documentation as required.
• Proofread and edit technical documents for accuracy, grammar, and formatting consistency.
• Assist engineers with project-related administrative tasks, including maintaining construction logs.
• Create sub-agreements and task orders and support project setup and maintenance, including creating projects in Ajera.
• Coordinate administrative processes and construction document management.
• Assist with marketing pursuits, production, and formatting of proposals, team resumes, project descriptions, and proposal delivery, while maintaining logs and records.
• Provide support to accounting and HR teams as needed, including timesheet review, expense entry, onboarding, and basic data entry, with discretion in handling confidential information.
• Collaborate with accounting teams for accounts payable and receivable activities.
• Support procurement of office supplies and operational materials.
• Anticipate the needs of management and staff, responding with flexibility and initiative.
• Assist with conference coordination, including registrations and logistics for attendees.
• Organize and participate in company events, including team gatherings, conference dinners, and year-end celebrations.
• Lift and transport marketing materials or office supplies as needed to support errands or in-office activities.
• Complete occasional travel to deliver materials, run office errands, or assist with local outreach events, including career fairs, conferences, etc.
• Perform additional administrative and office organizational duties as required.

Benefits

• Eight paid holidays annually
• paid time off (PTO) accrual based on role
• 401K Retirement Plan: Company match of 100% on the first 6% of your salary, with immediate eligibility
• Health Insurance: Fully covered for employee-only plans, with the company contributing significantly towards family coverage
• Dental and Vision Insurance: Fully covered for employees, with affordable options for family coverage
• Life and Disability Insurance: Provided at no cost
• Health Care Flexible Spending Account
• Adoption Assistance
• Employee Assistance Program
• Commuter Benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED