Remote Office Administrator (Engineering Projects)

About the role

EARDX, a global engineering and architectural design firm, is seeking its first dedicated Office Administrator. This fully remote position supports a team of engineers handling US residential land‑development and permitting projects, allowing technical staff to focus on design work.

Key responsibilities

• Communicate with US city permit counters, plan reviewers, clients and consultants via phone and email to check permit status and clarify requirements.
• Schedule meetings and pre‑application appointments across Nepal and US Pacific time zones, take notes and circulate action items.
• Maintain project folders, drawing sets and submittals using a defined naming and versioning standard.
• Track project tasks and deadlines, flagging any potential delays to the responsible engineer.
• Research jurisdiction contacts, fee schedules, application forms and submittal checklists, summarising findings with sources.
• Prepare client invoices, track expenses, follow up on outstanding payments and keep financial records organized for the accountant.
• Draft and proofread professional English correspondence on behalf of the company.
• Handle general office administration such as calendar management, onboarding logistics, subscription and license tracking.

Required profile

• Highly proficient written and verbal English.
• Minimum 1 year of experience in an administrative, coordination or operations role.
• Ability to work independently, remotely and on a night‑shift schedule aligned with US Pacific time.
• Strong attention to detail and follow‑through.

Required skills

• Advanced MS Office skills, especially Word, Excel and Outlook.
• Basic experience with bookkeeping or accounting software.