Administrative Assistant / Project Coordinator

Location: Fountain Valley, CA

Schedule: Full‑time, On‑Site

Compensation: $25–$35 per hour (DOE)

About the Role

A leading engineering and environmental consulting organization is seeking a highly skilled Administrative Assistant / Project Coordinator to support its Water & Environmental division. This position plays a critical role in keeping projects on track, supporting technical staff, and ensuring high‑quality documentation and operational excellence across the team.

This opening is a backfill for a retiring coordinator, and the team is seeking someone who can step in quickly, with a strong preference for candidates who can onboard promptly to ensure training overlap.

Key Responsibilities📄 Technical Documentation & ReportingPrepare and edit specifications, technical standards, RFIs, submittals, proposals, memoranda, and reports with exceptional attention to detail.Perform proofreading, formatting, and quality control for engineering and technical deliverables.Compile document packages and coordinate with graphics staff for final formatting and production.Draft business correspondence, meeting minutes, and change orders.📁 Project CoordinationSupport project managers by tracking deliverables, timelines, and project workflow across multiple active assignments.Maintain digital and physical project files, ensuring accuracy and organization.Assist in updating internal systems, project logs, billing support documentation, and timesheet processes.Coordinate with municipal clients and internal engineering teams to ensure timely, high‑quality deliverables.🗂 Administrative SupportProvide calendar management, travel coordination, and expense reporting support for senior leadership.Assist with onboarding new team members and coordinating administrative staff as needed.Support leadership with internal initiatives and special projects.Maintain office operations including procurement, shipping, vendor coordination, and contract processing.🏢 Operational & Office ManagementManage vendor communication, contract execution support, and building operations.Answer general incoming calls and provide occasional reception coverage.Track credit card purchases, prepare purchase orders, and support procurement tasks.Organize internal documents, conference materials, presentations, and promotional content as needed.Required Skills & ExperienceTechnical Experience5+ years administrative or project coordination experience within engineering, construction, architecture, or similar technical environments.Demonstrated experience handling engineering documentation such as RFPs, RFIs, proposals, specifications, and technical memos.Proven ability to support multiple project managers in a fast‑paced, deadline‑driven environment.Software ProficiencyMicrosoft Office Suite (Word, Excel, PowerPoint, Outlook, Project) — advanced proficiency required.Familiarity with Ajera / Deltek or similar project accounting systems.Experience with document control systems and technical document formatting workflows.Communication & Organizational SkillsStrong verbal and written communication abilities.High attention to detail with strong proofreading and formatting capability.Ability to prioritize multiple tasks and manage competing deadlines.Comfortable working with senior leadership and interfacing with both internal and external stakeholders.Ideal Candidate Profile

The strongest candidates will have:

Background in engineering consulting, construction administration, or architecture support roles.Experience preparing RFIs, submittals, specifications, and proposals.Exceptional document preparation skills and confidence working with technical content.A proactive, organized, and detail‑oriented approach to supporting complex projects.Ability to work fully on‑site with a collaborative, cross‑disciplinary technical team.Work EnvironmentProfessional, collaborative, and technical team environment.Engaged, mission‑driven culture supporting water resources, environmental, and infrastructure projects.On‑site role with no hybrid/remote flexibility.Job Type & Location

This is a Permanent position based out of Fountain Valley, CA.

Pay and Benefits

The pay range for this position is $50000.00 - $73000.00/yr.

Health and Wellness BenefitsInsurance Coverage: Comprehensive medical, dental, and vision plans for both employees and their dependents.Expense Reimbursements: Reimbursement for out-of-pocket medical costs (such as co-pays and deductibles) and personal wellness programs like gym memberships.Health Incentives: Programs including Yoga Wednesdays, Fitbit-based health challenges, and access to an Employee Assistance Program (EAP) for counseling and financial wellness.Flexible Spending: Options for Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA) for medical and dependent care. Financial and Professional Perks Retirement & Equity: Includes a 401(k) retirement plan, bonus pay opportunities, and potential future shareholder opportunities.Professional Growth: Reimbursement for tuition, professional training, and association dues, along with internal mentorship and leadership training.Insurance Protection: Short-term and long-term disability, plus Life and AD&D insurance. Office Culture and EnvironmentWorkplace Amenities: The Fountain Valley headquarters features an in-house golf course, a café-style break room with a big-screen TV, and ergonomic options like stand-up desks and yoga ball chairs.Daily Perks: Complimentary daily snacks, tea, coffee, and breakfast bars, with a special complimentary breakfast and casual attire every Friday.Team Building: Quarterly company-sponsored outings and seasonal events such as beach bike rides and annual family picnics.

Workplace Type

This is a fully onsite position in Fountain Valley,CA.

Application Deadline

This position is anticipated to close on Feb 6, 2026.

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 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

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 due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.