Senior Administrative Assistant
Sparks Group, Chantilly, VA, United States
Administrative Assistant
Sparks Group is seeking a highly organized and proactive Administrative Assistant to support our civil engineering client. The ideal candidate thrives in a fast-paced environment and possesses a "team-first" mentality. You will be responsible for the end-to-end management of project documentation, employee security, and daily office operations. This role requires a professional who can anticipate the needs of a technical team while maintaining the highest level of confidentiality and attention to detail.
Project & Document Control
Drafting & Finalization: Format and finalize high-priority documents, including fee proposals, Additional Work Authorizations (AWAs), and Comment Response Letters.
Technical Support: Utilize Bluebeam for document markups and manage the scanning/copying of specialized land surveys.
Project Lifecycle: Oversee new project setups, manage transmittals, and maintain tracking spreadsheets for department-wide meetings and security milestones.
Security & Compliance Coordination
Access Management: Act as the primary liaison between internal staff, subconsultants, clients, and government personnel to facilitate security access for field and office employees.
Credentialing: Manage the submission of access forms, coordinate badge pick-ups, and ensure all personnel meet site-specific entry requirements.
Confidentiality: Uphold strict data privacy standards regarding sensitive employee and project information.
Operations & Fleet Support
Fleet Oversight: Notify field crews of vehicle registration renewals, emissions testing, and state inspections. Issue and collect quarterly vehicle inspection forms.
Onboarding: Facilitate the integration of new field and office employees by setting up workspaces and coordinating introductory training.
Office Logistics: Coordinate travel arrangements (hotels and per diem), manage departmental supply inventory, and oversee professional membership/license renewals.
Communication & Team Engagement
Meeting Management: Develop agendas for weekly staff meetings and coordinate executive-level schedules.
Cultural Liaison: Plan and execute department team-building events and professional conferences.
Point of Contact: Serve as a professional representative for the firm when interacting with external clients and subconsultants.
Qualifications & Skills
Experience: 810+ years of administrative experience; prior experience in civil engineering or land surveying is highly preferred.
Technical Mastery: High proficiency in Microsoft Office (Excel, Word, Outlook) and experience with Bluebeam or similar PDF editing software.
Communication: Strong written and verbal skills capable of interacting with all levels of staff and government officials.
Organization: Exceptional ability to multitask, prioritize under pressure, and solve problems independently with a proactive mindset.
Physical Requirements: Ability to handle miscellaneous office tasks, including light lifting (approx. 10 lbs).
Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.
Sparks Group is seeking a highly organized and proactive Administrative Assistant to support our civil engineering client. The ideal candidate thrives in a fast-paced environment and possesses a "team-first" mentality. You will be responsible for the end-to-end management of project documentation, employee security, and daily office operations. This role requires a professional who can anticipate the needs of a technical team while maintaining the highest level of confidentiality and attention to detail.
Project & Document Control
Drafting & Finalization: Format and finalize high-priority documents, including fee proposals, Additional Work Authorizations (AWAs), and Comment Response Letters.
Technical Support: Utilize Bluebeam for document markups and manage the scanning/copying of specialized land surveys.
Project Lifecycle: Oversee new project setups, manage transmittals, and maintain tracking spreadsheets for department-wide meetings and security milestones.
Security & Compliance Coordination
Access Management: Act as the primary liaison between internal staff, subconsultants, clients, and government personnel to facilitate security access for field and office employees.
Credentialing: Manage the submission of access forms, coordinate badge pick-ups, and ensure all personnel meet site-specific entry requirements.
Confidentiality: Uphold strict data privacy standards regarding sensitive employee and project information.
Operations & Fleet Support
Fleet Oversight: Notify field crews of vehicle registration renewals, emissions testing, and state inspections. Issue and collect quarterly vehicle inspection forms.
Onboarding: Facilitate the integration of new field and office employees by setting up workspaces and coordinating introductory training.
Office Logistics: Coordinate travel arrangements (hotels and per diem), manage departmental supply inventory, and oversee professional membership/license renewals.
Communication & Team Engagement
Meeting Management: Develop agendas for weekly staff meetings and coordinate executive-level schedules.
Cultural Liaison: Plan and execute department team-building events and professional conferences.
Point of Contact: Serve as a professional representative for the firm when interacting with external clients and subconsultants.
Qualifications & Skills
Experience: 810+ years of administrative experience; prior experience in civil engineering or land surveying is highly preferred.
Technical Mastery: High proficiency in Microsoft Office (Excel, Word, Outlook) and experience with Bluebeam or similar PDF editing software.
Communication: Strong written and verbal skills capable of interacting with all levels of staff and government officials.
Organization: Exceptional ability to multitask, prioritize under pressure, and solve problems independently with a proactive mindset.
Physical Requirements: Ability to handle miscellaneous office tasks, including light lifting (approx. 10 lbs).
Sparks Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, pregnancy, citizenship, family status, genetic information, disability, or protect veteran status.