Role Overview

An engineering firm is looking for a detail-oriented Virtual Assistant to support its Mechanical, Electrical, and Plumbing (MEP) team. This role is ideal for someone who enjoys structured tasks, technical documentation, and keeping projects organized behind the scenes.

You will help the engineering team stay focused on design work by managing coordination tasks, tracking documentation, and ensuring project files are always accurate and up to date.

Key Responsibilities

Vendor & Coordination Support

• Organize, track, and coordinate with vendors for MEP deliverables.
• Request, collect, and log product data, cut sheets, and material specifications.

Document Control & File Management

• Maintain document control for design submittals, project logs, and client markups.
• Ensure files follow correct naming conventions and are properly labeled (IFR, IFC, etc.).
• Prepare PDFs, organize drawings, and format documents for engineering review.

Project Tracking & Administrative Support

• Update internal trackers to keep MEP tasks, deadlines, and submissions current.
• Support the team with admin tasks related to documentation, version control, and workflow organization.

Qualifications

• Proficiency in Microsoft Excel, Word, PDF markup, and general CRM or project management tools.
• Familiarity with MEP terminology, drawing organization, and design documentation is highly preferred.
• Strong organizational skills and excellent attention to detail.
• Clear written communication and the ability to follow structured workflows.
• Prior experience in an MEP consulting firm, engineering/design environment, or construction support role is a plus.

What Success Looks Like

You’ll thrive in this role if you can:

• Keep project files clean, consistent, and easy to navigate.
• Ensure submittals, trackers, and logs are always accurate and updated.
• Coordinate smoothly with vendors and keep information flowing.
• Help the engineering team focus on problem-solving by taking ownership of documentation and coordination tasks.