Job Description

HIRING A BUSINESS ADMINISTRATIVE ASSISTANT II IN HOUSTON

ACCOUNTABILITY

Responsible for providing administrative support to our multidisciplinary project management staff. Assists with developing procedures for the administrative team and mentoring of junior admins. Collaborative spirit, excellent communication skills, creativity, and initiative to support our teams on current and incoming projects. Exceptional support for our clients and internal staff.

ESSENTIAL FUNCTIONS

• Collaborate on enhancing administrative procedures and processes.
• Provide training, guidance, and mentorship to other administrative staff as needed.
• Manage fee proposals, pipeline, project setups, schedule of values/pay applications accurately and efficiently.
• Organize project specifications.
• Coordinate prime work administrative processes and support compliance obligations for PICs and PMs.
• Assist with document management, conformed sets, CAD releases, and electronic transfers.
• Coordinate meetings, meeting room setups/cleanups, and catering for various in-house meetings.
• Coordinate travel arrangements.
• Manage expense reports, credit card reconciliation, and maintain calendar(s) for key personnel.
• Maintain team office supply inventory and handle workstation prep/cleanup.
• Coordinate special office events, team outings, seasonal office decorations and client happy hours.
• Run errands as needed.
• Assist with Bluebeam sessions and bookmarking drawings.
• Assist with ordering of code books and other relevant resource materials.
• Assist with updates to standardized specification content.
• Organize training materials and similar department-related technical content within the digital library.
• Organize, maintain, copy and scan correspondence, reports, files.
• Provide admin back up and Front Office Admin relief of the reception desk as needed.
• Liaise with building management for maintenance requests and staff communication.
• Manage corporate state registrations.
• Manage administrative checklists for new hires, terminations, and staff changes.
• Organize corporate education and training documents.
• Maintain confidential information and effectively interact with various levels.
• Maintain flexibility and be able to work overtime as needed.
• Attend meetings, company events, in-house trainings and continuing education events as needed.
• Perform additional assignments as requested/needed.

EDUCATION & EXPERIENCE

• High School Diploma/GED with 3-4 years of work experience

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.