Job Title: Administrative Assistant
Job Description
This Administrative Assistant role supports a professional consulting services organization that delivers planning, engineering, architecture, interior design, landscape architecture, surveying, environmental sciences, project management, and project economics for infrastructure and facilities projects worldwide. As busy season approaches, you will provide critical office administrative support, focusing on accurate data entry, client communication, document handling, and file maintenance. This position is ideal for a highly organized self-starter who enjoys working with data, learning new software programs, and contributing to a collaborative professional office environment.
Responsibilities
Perform high-volume and accurate data entry and order entry to support project and administrative workflows.
Provide general administrative assistance, including clerical support, document preparation, and correspondence handling.
Communicate professionally with clients and internal teams by phone and email, ensuring timely and clear information exchange.
Update, organize, and maintain physical and electronic files, including scanning, filing, and document control activities.
Cross-reference data from multiple sources to verify accuracy and completeness of records and project information.
Support project coordination and project administration tasks as needed, helping to track documentation and timelines.
Assist with compliance-related documentation and recordkeeping to support internal processes and standards.
Use Microsoft Office Suite and Adobe Acrobat to create, edit, and manage documents, spreadsheets, and presentations.
Provide administrative support to various departments, ensuring smooth day-to-day office operations.
Deliver excellent customer service to internal and external stakeholders, maintaining a professional and positive demeanor.
Manage time effectively and work with minimal supervision, prioritizing tasks to meet deadlines during busy periods.
Essential Skills
Minimum 13 years of administrative experience in an office or professional environment.
Strong data entry skills with a high level of accuracy and attention to detail.
Proficient administrative and clerical skills, including filing, scanning, and document handling.
Professional phone etiquette and ability to manage inbound and outbound calls effectively.
Strong verbal and written communication skills for interacting with clients and colleagues.
Ability to establish and maintain positive working relationships with co-workers and customers.
Self-directed work style with strong time management skills and the ability to work with little supervision.
Proficiency with Microsoft Office Suite applications (such as Word, Excel, Outlook) and basic data processing.
Ability to work comfortably with Adobe Acrobat for viewing, editing, and managing PDF documents.
Organized and detail-oriented approach to managing multiple tasks in a busy office setting.
Additional Skills & Qualifications
Experience in project coordination, project administration, or document control is beneficial.
Experience in administrative support within professional services, engineering, architecture, or related fields is a plus.
Customer service experience supporting internal teams and external clients is advantageous.
Experience as a compliance coordinator or in compliance-related documentation is helpful.
Bilingual language skills are a plus and can enhance client and team communication.
Comfort with learning new software programs and adapting to evolving office technologies.
Work Environment
This role is based in a professional office environment in Petaluma, working within a team that supports complex infrastructure and facilities projects. You will use standard office technologies, including Microsoft Office Suite and Adobe Acrobat, along with office equipment for scanning, filing, and document management. The work schedule follows a daytime shift from 8:00 a.m. to 5:00 p.m., providing a stable and predictable routine. The attire is business casual, reflecting a polished yet comfortable professional setting. The culture emphasizes collaboration, accuracy, and responsive client service, offering the opportunity to contribute meaningfully during a busy and dynamic project season.Exp
Job Type & Location
This is a Contract position based out of Petaluma, CA.
Pay and Benefits
The pay range for this position is $25.00 - $26.50/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)
Job Type & Location
This is a Contract position based out of Petaluma, CA.
Application Deadline
This position is anticipated to close on Nov 26, 2026.
Workplace Type
This is a fully onsite position in Petaluma,CA.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
