DO NOT CONTACT THE OFFICE BY PHONE TO INQUIRE ABOUT THIS POSITION
Manage the day to day office administrative activities and secretarial/reception staff to ensure a productive administrative team and provide administrative support in a professional, well-organized, and timely manner. Maintain office administrative services by implementing systems, procedures, and policies, and by monitoring the progress of administrative projects.
Skills and Qualifications:
Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Software Skills, Organization, Time Management, Presentation Skills, Office Equipment Maintenance, Travel Logistics, Verbal Communication, Reliability and Discretion, Delegation, and Leadership Skills.
o Complete performance reviews
o Make recommendations to upper management related to administrative staffing needs
o Review and update employee attendance
o Assumes the role of Receptionist when required. See: Receptionist Job Description Job Duties.
Office Administrative Duties:
o Creates all corporate correspondence such as Construction/Design Letters, Letters of Transmittal, Revisions, etc.
o Assist with Preparation of Statement of Qualifications and Presentations
o Production and Distribution of Contract Documents & Technical Specifications (“Specs”)
o Preparation of Sign-Up Sheets for construction meetings (Pre-Bid, Bid Openings, Pre-Construction)
o Draft, complete & issue Bid Tabulations, and construction contract correspondence for construction projects, including “close-out” documents.
o Draft and Record Contractor Pay Estimates
o Generate Correspondence for Office Executives and office staff
o Assist senior management with scheduling and routine correspondence, board meeting preparation, etc.
o Production of Engineering Reports
o Receive and distribute Incoming Mail
o Support Upper Management and Engineering Staff with a variety of Administrative Tasks. Plan and schedule meetings, presentations, and other office related events; send reminders regarding upcoming events.
o Maintain calendar for corporate accounting and financial reporting, corporate meetings, client meetings, conferences, professional development meetings,
o Create/Update Employee, Client & Vendor Contact List(s)
o Maintain various databases (passwords/logins, software licensing, etc.)
o Liaising with staff and IT support vendor, maintain inventory of all office equipment & subscriptions
o Assist HR staff as needed
o Office supply inventory control
o Maintain Postage Machine
o Maintain office furniture and equipment database
o Manage and maintain security alarm and keys
o Ensure OSHA standards and posters are maintained (in office)
o Coordinate with Fire Marshal and maintain occupancy permit compliance
o Maintain supply of protective clothing and equipment (hard hats/reflective vests)
Job Type: Full-time
Pay: $45,000.00 - $60,000.00 per year
- 401(k) Matching
- Dental Insurance
- Disability Insurance
- Health Insurance
- Paid Time Off
- Professional Development Assistance
- Vision Insurance
Ours is a small office, visitors and staff are encouraged to practice social distancing and good hygiene, masks are required when in close proximity with one another.
- Consulting Engineering or Architecture Firm: 3 years (Preferred)
- Executive Administrative Assistant: 3 years (Required)
- Houston, TX 77043 (Required)