Administrative Assistant

Administrative Assistant

The Administrative Assistant supports a local team based in Abilene, TX, with the flexibility to cover additional sites in Colorado City and Wink, TX. This role provides comprehensive administrative and clerical support to a large engineering consulting office and operates in a fast-paced, growing professional services environment. The successful candidate brings energy, independence, and strong collaboration skills, and proactively uses clear communication to support the growth and impact of the local team.

Responsibilities

• Provide general administrative support for a large engineering consulting office and associated project sites.
• Greet clients, vendors, recruits, and other visitors in a courteous, professional, and welcoming manner.
• Assist with scheduling meetings, coordinating calendars, and preparing conference rooms to ensure meetings run smoothly.
• Coordinate visitor logistics, including directions, access, and on-site support as needed.
• Provide assistance with travel arrangements and maintain an up-to-date Outlook travel calendar for team members.
• Process incoming and outgoing courier shipments (such as Fed Ex and UPS), faxes, and U.S. mail accurately and on time.
• Keep lobby and office areas neat, orderly, and presentable at all times.
• Maintain, track, and order office supplies and equipment to ensure adequate inventory and smooth daily operations.
• Track material costs used by project teams and generate accurate monthly reports for management and project tracking.
• Support the interview process by coordinating schedules, communicating with candidates, and assisting with logistics.
• Assist with new professional onboarding, including preparing materials, coordinating introductions, and supporting orientation activities.
• Prepare project manuals, binders, and documentation packages in an organized and professional format as required by project teams.
• Respond to routine inquiries from internal and external stakeholders and provide accurate, organized, and timely solutions.
• Use proprietary software and Microsoft Office tools to complete daily administrative tasks and support project documentation.
• Demonstrate reliability by arriving on time, meeting deadlines, and maintaining consistent communication with the team.
• Travel as needed to support additional sites in Colorado City and Wink, TX, while primarily supporting the Abilene site.
• Contribute to a positive office culture by acting as a professional, approachable, and service-oriented team member.

Essential Skills

• 2–5 years of solid administrative or receptionist experience preferred; entry-level candidates with strong potential will be considered.
• At least 2 years of experience working in an office, warehouse, or trade office environment.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally.
• Advanced working knowledge of Microsoft Office Suite, including PowerPoint, Outlook, Word, and Excel.
• Proven ability to perform core administrative tasks such as data entry, filing, front desk coverage, and general office administration.
• Demonstrated customer service skills and a strong service-oriented mindset.
• Professional demeanor with a reliable, team-oriented attitude.
• Ability to multi-task and manage competing priorities in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Consistent punctuality and reliability, with a strong commitment to being on time.
• Ability to adapt to working in an office or construction-related environment and interact comfortably with field and project personnel.

Additional Skills & Qualifications

• Experience working in a rapidly growing consulting firm or professional services organization is highly desirable.
• Background in an office, warehouse, or trade office environment is ideal.
• Experience supporting engineering, construction, or project-based teams is a plus.
• Comfort using proprietary software systems in addition to standard office applications.
• Ability to learn quickly through on-the-job training and apply new processes and tools effectively.
• Interest in growing into an office lead or office manager role as performance and business needs allow.
• Strong interpersonal skills, with the ability to build rapport with clients, vendors, and colleagues.
• Comfort working in a construction trailer or similar field-office environment while maintaining professional standards.
• Flexibility to travel periodically to support additional locations beyond the primary Abilene site.

Work Environment

The role is primarily based in an office setting that may include a construction trailer environment. The Administrative Assistant will first support the Abilene, TX site and must remain flexible to travel to support additional locations in Colorado City and Wink, TX as needed. The work environment combines elements of a professional office and a project-focused field setting, but no hard hat or steel-toed shoes are required.

Standard tools include proprietary software systems and the…