Administrative Assistant Job at Woolpert
Woolpert is continually moving its culture forward. We believe?great companies are built from exceptional people and amazing clients. Because of our growth, we are seeking an Administrative Assistant in Houston, Texas who is looking for an opportunity that will support their career growth.
The primary focus of the Administrative Assistant role encompasses all aspects of support to a rapidly growing engineering office. General office support, project support, conference setup, document preparation, travel assistance, front desk duties, office equipment support, supply ordering, printing, and shipping.
Requirements:Qualifications:
Minimum of four years’ experience with business associate degree, or six years’ experience, in a role with similar responsibilities, such as
General professional computer literacy
Document management
Telephone and in person client service
- Prior experience working for an Architecture, Engineering, or Geospatial organization is a plus.
- Willingness to undergo a background, drug test and pre-employment verification process.
Responsibilities:
Supplying general administrative support and receptionist duties.- Ensure smooth running of the office and help improve company procedures and day-to-day operations.
- Travel between our Cypress & Katy office on a weekly basis as needed.
- Support project archiving per firm guidelines to Iron Mountain.
- Provide support to empty two off-site storage units of project data into Iron Mountain.
- Coordinate and schedule meetings and travel when needed.
- Maintain the office condition and arrange necessary repairs with contractors.
- Assist HR (Human Resources) and Marketing with administrative personnel duties, as necessary.
- Organize and maintain office inventory, supplies, operational information, and procedures.
- Manage contract and price negotiations with office vendors, service providers, and maintenance services under the property lease as it reads.
- Liaise with facility management vendors, including cleaning, catering, and security services.
- Arrange/provide transportation, flights and hotels for incoming guests and employees.
- Act as expense report reconciler for outside crews and other employees as appropriate.
- Coordinate meetings and events to include conference room reservations and necessary equipment setup and food/beverage accommodations both in-house and off site.
- Handle all aspects of staff and team support, including but not limited to document preparation and editing, schedule coordination, travel coordination, meeting scheduling, meeting minutes, action item follow up, and data base maintenance.
- Arrange Volunteer Activities with the company to serve our community.
- Arrange seasonal activities and office decor.
- Answer and direct phone calls & maintain contact list.
- Type workplace documents, including letters and reports.
- Provide administrative support to all staff members, including executive staff, at multiple locations
- Strong understanding and use of Microsoft Office suite (i,e, Excel, Word, PowerPoint, etc.)
Skills:
Strong written and verbal communication skills- Ability to work in a collaborative, team-oriented environment.
- Time management & organizational awareness
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
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