Administrative Assistant

At SSR, we're more than a leading engineering design, consulting, and planning firm-we're a team of owners committed to solving complex projects and delivering innovative solutions for facility and infrastructure challenges. With locations across the U.S. and expertise spanning diverse markets and services, our collaborative approach empowers us to build lasting partnerships with each other, our clients, and our communities.

We believe high performance and a people-first culture go hand in hand. As an owner from day one, our colleagues thrive in an environment that values accountability, celebrates achievement, and supports personal and professional growth. As owners, we take pride in our work and in each other-driving results while fostering a workplace where everyone feels seen, supported, and inspired.

Want to hear directly from our team? Visit http://www.ssr-inc.com/life-at-ssr and explore our culture on LinkedIn and Instagram.

What You'll Do

As an Administrative Assistant II, you'll elevate team productivity-producing accurate documents, coordinating submittals/RFIs, organizing files and schedules, and supporting client communications. You'll keep information flowing smoothly so our project teams can deliver quality work, on time.

• Maintain orderly correspondence and technical document files; archive project files annually.
• Support team leaders and Project Managers with project correspondence and client communications.
• Update contact entries and licensure/certification renewals (e.g., Cosential/CRM) for professionals in the location.
• Import SpecLink project specifications into Word; edit, format, and print as needed.
• Upload/download and distribute submittals and RFIs using platforms such as Newforma, PDM, or Submittal Exchange; assemble and send hard copies of reviewed submittals and shop drawings.
• Maintain and distribute submittal and RFI logs daily; request and enter AIA data from Project Managers.
• Compile, bind, and distribute Project Manuals for state projects as needed; set up response letters and spreadsheets for code review comments.
• Provide Reception relief; reserve conference rooms and manage/print schedules; arrange courier deliveries and shipping.
• Distribute incoming mail daily; prepare and send outgoing mail and shipping labels.
• Plan client and colleague events; order lunches and arrange catering as needed.
• Coordinate colleague training and vendor presentations: room reservations, SSR University entries, attendance tracking, and room setup/cleanup.
• Scan seals and distribute as needed; file projects and maintain organized shared areas.
• Code invoices and occasionally assist with travel arrangements.
• Serve as office liaison to coordinate with vendors and office functions, where applicable.
• Maintain confidentiality regarding sensitive issues and perform other administrative duties as assigned.

Who We're Looking For

Minimum Requirements:

• High school degree or GED equivalent and two years of applicable experience OR college degree in administration or related field

Preferred Qualifications:

• Knowledge of project proposal and business letter formats; strong grammar, spelling, and punctuation.
• Thorough knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook); familiarity with AIA software and CRM tools (e.g., Cosential).
• Organized-able to orchestrate multiple activities at once, use resources efficiently, and maintain clear files/records.
• Positive, professional interpersonal skills; clear written and verbal communication; speech clarity.
• Detailoriented with accuracy and followthrough; maintains confidentiality.

What We Offer

• 100% Employee-Owned - Ownership from day one with immediate ESOP vesting.
• Retirement Savings - 401(k) with immediate vesting and a generous company match.
• Health & Wellness - Medical, dental, and vision coverage, plus companyfunded HSA contributions for HDHP plans.
• Company-Paid Protection - Life insurance, AD&D, and short and long term disability at no cost to you.
• Work-Life Balance - Flexible schedules, paid parental leave, generous PTO, and paid company holidays.
• Career Growth - Tuition reimbursement and ongoing professional development support.

SSR is an Equal Opportunity / Affirmative Action Employer

EEO Disabled/Veterans

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

Recruiters or staffing agencies: SSR is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to an SSR employee without 1) a current, fully executed agreement on file and 2) being assigned to the open position via HR