Job Details

Administrative Assistant

Waggoner Engineering, Inc. is seeking an Administrative Assistant to join our team in Pensacola, FL. This role supports our continued growth and offers the opportunity to work alongside a collaborative, experienced team. You'll play an important role in supporting meaningful projects that positively impact the communities we serve while building your career in a dynamic and professional environment. As our Administrative Assistant, you'll provide essential administrative and operational support to our office and project teams, helping ensure the efficient day-to-day operation of the office. You'll serve as a key point of contact for employees, clients, visitors, and vendors while coordinating office activities, managing schedules, preparing documents, and providing administrative support that keeps our teams organized and productive. The ideal candidate is highly organized, detail-oriented, and customer-focused, with the ability to manage multiple priorities while maintaining professionalism and confidentiality. If you enjoy supporting a collaborative team, solving problems, and creating an exceptional office experience, we'd love to hear from you.

Key Responsibilities

• Provide day-to-day administrative support to office leadership, employees, and project teams.
• Answer and direct incoming calls and greet visitors in a professional and welcoming manner.
• Maintain office calendars, conference room schedules, and meeting logistics.
• Prepare, proofread, format, and distribute correspondence, reports, forms, presentations, and other documents.
• Coordinate meetings, including scheduling, preparing materials, arranging logistics, and taking notes when needed.
• Process expense reports, invoices, purchase requests, and other administrative documentation.
• Maintain organized and accurate electronic and physical filing systems.
• Order and maintain office supplies and coordinate with vendors as needed.
• Assist employees with travel arrangements and related meeting logistics.
• Support project teams with document preparation, printing, binding, and other administrative needs.
• Receive, sort, and distribute incoming mail and packages.
• Assist with office events, employee activities, workshops, and special projects.
• Handle employee, client, and company information with professionalism and confidentiality.
• Perform other administrative duties as assigned.

What You'll Need

• High school diploma or equivalent.
• At least two years of administrative or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with close attention to detail.
• Ability to prioritize responsibilities and manage multiple tasks effectively.
• Professionalism, dependability, initiative, and sound problem-solving skills.
• Ability to work independently while also contributing as part of a team.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to quickly learn new software, systems, and office procedures.
• Discretion and good judgment when handling confidential information.

• Associate's or bachelor's degree.
• Five or more years of administrative experience.

Why Join Our Team

We know work isn't only about what you do, it's also about who you work for and with! Waggoner Engineering provides a fun, family-friendly, and multicultural work environment that supports a work life balance, including:

• WEI Incentive Program
• Healthy Workplace Program
• Employee Referral Bonus
• Competitive Health Benefits
• Career Development and Training
• Flexible/Hybrid Schedule
• Community Service Opportunities

Waggoner Engineering, Inc. is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

The base salary range for this role is indicated in the posting. This range reflects the company's good faith estimate of the compensation for this position at the time of posting. Final compensation will be determined based on factors such as experience, skills, qualifications, internal equity, and geographic location.

About Waggoner

Waggoner is a multidisciplinary infrastructure and advisory firm focused on transforming communities and advancing the systems that support them. Our teams bring together engineering, science, business, environmental expertise, digital innovation, program delivery, and strategic insight to solve complex challenges facing communities, industries, and governments. We believe infrastructure is more than projects - it is the foundation of resilient communities, economic opportunity, and a stronger future. By integrating technical excellence with environmental stewardship, data-driven insights, and collaborative problem solving, Waggoner helps our clients realize what's possible and delivers solutions that create lasting impact for the people and places we serve. Our culture is built on integrity, accountability, collaboration, and excellence. We empower talented professionals to lead, innovate, and work across disciplines to deliver meaningful outcomes for our clients and communities.

To be the trusted partner organizations turn to for integrated solutions that strengthen communities, advance infrastructure, and solve complex challenges.

Transforming communities. To improve the quality of life for our clients, communities, and employees by delivering innovative, resilient, and sustainable solutions that make a lasting difference.