Office Administrator / Project Support

Full Job Description

COMPANY BACKGROUND

Riley Engineering is a civil engineering firm specializing in water resources. Our mission is to engineer and implement solutions to provide society with water infrastructure. Riley was founded to improve people’s lives by ensuring that all have the necessary civil infrastructure to facilitate socioeconomic well-being. Our employees rally behind that mission and enjoy building the firm from the ground up together—pairing technical expertise with business acumen and a heart for helping others.

KEY RESPONSIBILITIES

Office Administration

• Manage daily office operations, including supplies, vendors, and general organization
• Coordinate incoming/outgoing mail, deliveries, and office communications
• Maintain filing systems (digital and physical) for company records
• Assist with scheduling meetings, conference rooms, and company events
• Support onboarding logistics for new hires (workspace setup, materials, etc.)

Fleet & Vehicle Coordination

• Maintain company vehicle records and binders, including registration, insurance, and maintenance documentation
• Track and manage vehicle mileage logs and usage records
• Administer fuel card distribution, tracking, and reconciliation
• Coordinate routine maintenance, service scheduling, and repairs
• Ensure compliance with company policies related to vehicle use

Project Support

• Assist Project Managers with project setup, documentation, and tracking
• Prepare and format reports, proposals, and client deliverables
• Maintain project files, contracts, and correspondence
• Track deadlines and follow up on outstanding items
• Coordinate travel arrangements and expense reporting as needed

Administrative Support

• Provide general administrative support to leadership and team members
• Assist with data entry, document control, and recordkeeping
• Support internal processes and continuous improvement initiatives

QUALIFICATIONS

• 8-10 years of administrative or office support experience (engineering/construction industry preferred)
• Strong organizational and time management skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excellent written and verbal communication skills
• Ability to multitask and prioritize in a fast-paced environment
• High attention to detail and accuracy

PREFERRED SKILLS

• Bachelor’s degree in Business Administration; equivalent combination of education and experience will be considered.
• Experience supporting project-based teams
• Familiarity with document control or project management systems
• Basic understanding of accounting or expense tracking
• Experience managing fleet or vehicle coordination is a plus

WHY JOIN RILEY ENGINEERING

• Collaborative and team-oriented environment
• Opportunity to grow within a dynamic engineering firm
• Exposure to a variety of projects and departments
• Salary range: $37,400 – $58,000, depending on education and experience

WHAT WE’LL EXPECT FROM YOU

• Full-time commitment (sometimes more than 40 hours per week, depending upon deadlines).
• Live in Tucson, AZ, and work in our office in historic downtown Tucson (not eligible for remote).
• Occasional travel outside of work hours.

WHAT YOU CAN EXPECT FROM US

• Opportunities for growth based on your interests, goals, and skills, and on company needs.
• Impact a growing firm; know that your voice will be heard, and your ideas will be considered.
• Your own office.
• 10 paid holidays per year.
• 3 weeks of paid time off (PTO) per year, with additional time off with longer tenure.
• Generous health, dental, and vision insurance options.
• Company-paid life insurance.
• Optional health savings account plans.
• Optional accident, critical illness, and disability coverage.
• 401(k) with 5% company match.
• Salary Range: Commensurate with experience

BENEFITS

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

IF THIS SOUNDS LIKE YOU, PLEASE SUBMIT YOUR PROJECT-BASED RESUME AND COVER LETTER. WE LOOK FORWARD TO HEARING FROM YOU.