Administrative Assistant

Founded in 1919, KJ has always looked to the future. With a talented team of professionals and a culture of continuous improvement, we deliver exceptional engineering, environmental consulting, and construction management services, with a focus on innovation and sustainability. Using advanced analytics, technology, and tools, KJ improves designs, reduces risk, and finds better ways to deliver projects from planning through construction. KJ is at the forefront of developing sustainable solutions for clients, including green infrastructure design, strategies to reduce energy use and environmental impacts, award-winning water reuse projects, and efficient construction management practices that ensure quality, safety, and on-time delivery. We are known for our dedication to industry-leading client service and tailored solutions.

KJ is seeking an experienced Administrative Assistant in our Pasadena, California office. This position requires proficiency in Microsoft products, including Outlook, Teams, Word, Excel, PowerPoint, CoPilot, and Adobe. The role includes collaboration with our engineers, scientists, and business support team to provide office administration, facilities management, event coordination, word processing, and project support.

The ideal candidate enjoys being the welcoming, first point of contact for the office and plays a key role in promoting a collaborative, community-oriented environment while delivering an exceptional client experience. Strong time-management skills are essential, as the role requires managing multiple priorities simultaneously and proactively addressing issues with practical solutions for efficient office operations.

This full-time position is based in the office Monday through Friday, with the opportunity to work remotely one day per week upon completion of the training period.

Key Responsibilities

• Heavy concentration on formatting reports, proposals, and other correspondence, specifically in Microsoft Word.
• Office Administration: Routine office activities, including welcoming guests/visitors, ordering supplies, daily mail, and overnight packages, approval of vendor invoices for processing, maintenance of client project files, including archiving (both electronic and physical), scheduling, meeting coordination, company office events, and other office duties as required.
• Facilities Management: Serve as the liaison with property managers, and maintain office, security, and card key access. Manage parking garage visitors' passes/tickets and validations.
• Serve as the local I/T liaison: partner with I/T to set up, maintain, and/or retire computers, monitors, phones, conferencing equipment, and other technology.
• Manage local company fleet, including mileage reports, registrations, cleaning, and repairs, etc.
• Serve as the local HR liaison: Assist with onboarding/offboarding employees, coordinating with our People team.
• Provide remote administrative support for additional offices and serve as backup for other Administrative Professional Team Members.
• Participate in Team meetings and present on Health & Safety topics, along with A.I. Knowledge shares.
• Assist the Marketing Team in the production of marketing materials, including proposals, brochures, presentations, and statements of qualifications.
• Comply with company and administrative processes and protocols.
• Special projects and other additional responsibilities as assigned.

Qualifications

• At least 5 years of experience in an administrative role (Engineering or professional services firm experience highly preferred).
• High School or GED required; Associates or Bachelor's Degree preferred.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Teams, Excel, and Adobe Acrobat is required. Must have the ability to create templates, styles, macros, use pivot tables, and create presentations. Knowledge and experience using AI tools such as Microsoft CoPilot as it relates to administrative functions and deliverables.
• Applicants should be proactive, comfortable working independently, adept at managing multiple priorities, prioritizing client work, projects, and follow-through, delivering consistent high-quality results.
• Performs effectively in fast-paced settings and responds promptly to changing demands.
• Must demonstrate flexibility and adaptability in a fast-paced work environment.
• Proven ability in providing outstanding client service.
• Highly dependable and reliable.
• Occasional travel is required to support the San Diego and Murrieta offices.
• Valid driver's license and acceptable driving record required.

The position will require working in the office full-time, Monday-Friday, with the option of working one day per week remotely after training is concluded.

Hourly pay range for this position is $25.00 - $35.00 and may vary based upon education, experience, qualifications, licensure/certifications and geographic location.

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