Administrative Assistant

Job Title:

Administrative Assistant

Job Description

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.

+…