Office Assistant

About Us

Equilibrium Engineers is a structural engineering firm focused on thoughtful design, strong client relationships, and empowering our team to do great work. We value precision, creativity, and personal growth. We are a small but ambitious team that takes pride in both our technical expertise and our culture.

We are looking for an organized, proactive Office Assistant who can help bring structure and clarity to our daily operations.

Position Overview

The Office Assistant plays a key role in keeping the firm running smoothly. This position supports leadership and staff by managing administrative processes, organizing information, and ensuring nothing falls through the cracks.

This is not just a clerical role, it’s an opportunity to build systems, improve workflows, and become a trusted operational partner within a growing engineering firm.

Key Responsibilities

Administrative & Office Support

• Manage calendars, meeting scheduling, and coordination
• Assist with document formatting, proposals, and client deliverables
• Maintain digital file organization and document control
• Order office supplies and manage vendor relationships
• Coordinate internal meetings and assist with meeting notes
• Organize fun office events!

Financial & Operations Support

• Assist with invoice preparation and tracking
• Help monitor accounts receivable and follow up on outstanding invoices
• Support time tracking compliance
• Compile basic financial reports or dashboards
• Support expense tracking and receipt organization

Project & Marketing Support

• Assist with proposal assembly and resume updates
• Help maintain project lists and marketing materials
• Support CRM updates and business development tracking
• Coordinate client event logistics and follow-ups

Systems & Process Improvement

• Help improve internal workflows and documentation systems
• Assist in maintaining SharePoint or other knowledge repositories
• Identify inefficiencies and suggest practical improvements

Qualifications

• 2+ years experience in administrative, office support, or operations roles
• Highly organized with strong attention to detail
• Strong written and verbal communication skills
• Comfortable with Microsoft 365 (Outlook, Excel, Teams, SharePoint)
• Ability to handle confidential financial and personnel information
• Self-starter who can prioritize without constant supervision

Preferred (but not required):

• Experience in architecture, engineering, or construction industry
• Experience with project management or time-tracking software
• Experience with bookkeeping or financial reporting support

Join us in creating an energetic work environment where your organizational talents and customer service skills make a real difference! This role is perfect for someone eager to grow their administrative expertise while supporting a vibrant team dedicated to excellence.

Pay: $16.50 - $20.00 per hour

Benefits:

• 401(k)
• Flexible schedule
• Health insurance

Experience:

• Office: 2 years (Preferred)

Ability to Commute:

• Beaverton, OR 97008 (Required)

Work Location: Hybrid remote in Beaverton, OR 97008