Administrative Asst

• Location 9920 Corporate Campus Drive,Suite 1200,Lyndon, KY, 40222,United States
• Base Pay $24.00 - $30.00 / Hour
• Job Category Administrative
• Employee Type FT Non-Exempt
• Required Degree High school

• Email

Are you seeking a new career step in an administrative role in the AEC industry? We have an exciting opportunity for you to support our Civil/Site team in our Louisville, KY office. Qk4's culture of learning and development will lead to continued professional growth while working in a collaborative environment.

Qk4 is seeking an organized, detail-oriented Administrative Assistant to support our Civil/Site engineering team in Louisville. This position serves as a key administrative resource for the department, providing day-to-day support to engineers, project managers, and technical staff, with a strong emphasis on project administration, proposal coordination, and document preparation.

The role also includes supporting departmental accounting processes and general office operations as needed.

The ideal candidate is resourceful, dependable, and proactive, with strong organizational and communication skills. They enjoy working collaboratively, managing multiple priorities, and keeping people, projects, and deadlines on track.

• Provide day-to-day administrative and coordination support to Civil/Site engineers, project managers, and technical staff.
• Maintain project tracking systems, schedules, status reports, and task lists to help monitor assignments, deadlines, and project progress.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, meeting materials, and other project-related documents.
• Coordinate meetings, maintain calendars, document meeting discussions, and assist with scheduling and communication among team members.
• Assist with permit applications, agency submissions, document processing, and other project-related administrative requirements.
• Prepare, assemble, and distribute project deliverables, including printing, binding, and coordinating delivery of plans, reports, and exhibits.
• Coordinate conference registrations, travel arrangements, professional memberships, sponsor ships, and training activities.

• Coordinate the preparation, assembly, and timely submission of proposals, statements of qualifications, and prequalification packages.
• Work with project managers and technical staff to gather, organize, and format information needed for proposal submissions.
• Compile and maintain employee project resumes, project descriptions, qualifications, and supporting documentation for proposals and business development activities.
• Monitor public procurement websites for requests for proposals (RFPs) and potential project opportunities.
• Track proposal deadlines, submission requirements, and supporting materials to help ensure accurate, complete, and timely responses.

• Assist with departmental accounting activities, including client invoicing, expense reports, credit card reconciliation, and accounts receivable tracking.
• Support the organization and processing of financial documentation and related administrative records.
• Provide general office assistance, including reception coverage, supply purchasing, and other administrative tasks as needed.

• Previous experience in administrative support, project coordination, office administration, or a related role.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Strong organizational and time-management skills.
• Effective written and verbal communication skills.
• Strong attention to accuracy, formatting, and detail.
• Ability to manage competing priorities, meet deadlines, and work both independently and collaboratively.

• Experience supporting engineering, architecture, construction, or other professional services organization.
• Experience coordinating proposals, statements of qualifications, or other deadline-driven submissions.
• Experience supporting project invoicing, expense reporting, or financial tracking.
• Familiarity with project management, accounting, customer relationship management (CRM), or document management systems.
• Experience using Adobe InDesign software.

Our company's success hinges on ensuring our clients are satisfied, which we achieve by taking great care of our employees. Our core values of…