Administrative Assistant

KPFF has been an industry leader in civil and structural engineering for over 60 years, working with architects, developers, contractors, and industry innovators to realize our client’s vision for a successful project. We hire people who are creative, highly skilled, and who approach each job with passion, integrity and in the best interest of the client.

KPFF offers a work environment that fosters innovation and the exchange of ideas without the limitations of hierarchy. This flat structure is the basis for our unique approach to building rewarding relationships with our clients and each other. We also acknowledge the need for a balanced integration of work and life and offer a competitive, well-rounded benefits package that includes 401k matching, overtime pay, performance bonuses, and paid family leave.

The KPFF San Diego Office is accepting applications for an Administrative Assistant. We are looking for a proactive, service-oriented team player to manage the front desk operations of our established, 100-person professional firm. In this role, the successful individual will keep office operations smooth by handling catering, managing schedules, facilitating communications, organizing files, and supporting staff with diverse tasks like accounts receivables, travel coordination and meeting preparation. This is a non-exempt, full-time position in the office.

• High school diploma required
• A minimum of 2 years’ experience in administrative assistant duties
• Excellent communication, writing, and interpersonal abilities
• Exceptional customer service orientation with a friendly, professional demeanor
• Ability to prioritize, multi-task, and stay organized in a dynamic environment
• High Proficiency in Microsoft Office Suite365
• Strong attention to detail and high level of reliability and punctuality
• Ability to maintain confidentiality and handle sensitive information professionally

• Offer a warm, helpful reception to all guests, clients, and employees as they arrive
• Answer, screen, and direct incoming calls
• Coordinate and organize meetings and employee events, including sending invites, managing calendars, reserving conference rooms, ordering catering, set-up and clean-up
• Assist with incoming and outgoing mail, packages, and deliveries
• Provide data entry and management
• Order weekly office supplies and snacks
• Maintain office kitchen cleanliness & organization
• Provide office equipment maintenance such as service calls, ordering supplies and troubleshooting
• Prepare, proofread, and finalize correspondence, letters, memos, reports, and other materials
• Provide additional administrative support to office leadership and project teams as needed
• Other administrative duties as assigned