Project Support/Administrative Assistant

Description

• Organize meetings, send invites, track responses, set up in-person or virtual equipment, and make travel arrangement, draft and/or finalize meeting notes and distribute.
• Support project managers with monthly progress reports, invoice processes, project filing, research and writing, data input and analytics, document editing/finishing, stakeholder correspondence, arranging travel, interviews and meetings.
• Build relationships with co-workers & team members in order to provide a high level of customer service and continually improve team member satisfaction.
• Assist with appropriate administrative and project support tasks supporting the needs of the project team and office.
• Lead office administration greeting visitors, reserving conference rooms, arranging business lunches or outreach events, and purchase office supplies.
• Complete ongoing support assignments on needed cadence without queuing and handle agility of additional, quick-paced new assignments.
• Coordinate and track all aspects of office business development including preparing proposals for A/E RFPs. This includes coordinating with subconsultants and internal team, organizing all details of RFP and leading and tracking all necessary forms, requirements and format limitations, using highly efficient time management to achieve ultimate due date.
• Track contract requirements, subconsultant financials and work order development processes, agreement capacity balance, and invoice payments.
• Routinely proposes and produces more effective ways to accomplish assignments.
• Complete assignments on-time, within budget, and with highest level of quality.
• Productively collaborates with others and leads or encourages teams to achieve success and camaraderie amongst each other.

Requirements

• Engineering and/or Architecture administrative support experience highly preferred
• Understands and follows HZ QMS and Quality initiatives. Ensures quality control measures are being adhered to on projects and daily operations.
• Proficient in Microsoft Office Suite: Word, Outlook, Excel PPT, and Adobe
• Ability to handle and prioritize multiple tasks and adhere to deadlines
• Ability to work independently with minimum supervision and with a team
• Understands, follows, and enforces Huitt-Zollars' business process.
• Ability to appropriately communicate for and with clients and executives and appropriately handle confidential and sensitive information.
• Prolonged periods sitting at a desk and working on a computer
• Strong organization, time management, and prioritization skills.
• Minimum 2 years of experience
• Ability to give meticulous attention to detail and quality
• Knowledge of Deltek Vantagepoint or a CRM system is a plus
• Must be able to lift up to 25 pounds at times
• The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities
• Presents a strong professional and business acumen.
• Agility and problem-solving skills

Benefits

• Tuition Reimbursement
• Cancer and Specified Disease insurance
• Professional Societies and Registrations Fee Reimbursements
• Vision insurance (BCBS TX BlueChoice PPO)
• 8 Paid Holidays
• Dental insurance (BCBS TX BlueChoice PPO)
• Paid Vacation/Annual Leave
• Commuter Benefits
• Employee Morale/Teambuilding events and activities
• Paid Sick Leave
• Health insurance (BCBS TX BlueChoice PPO)
• Term Life / AD&D insurance
• Two retirement plans: 401(k) and an ESOP
• Employer-Paid Short- & Long-Term disability

Training + Development

Interview process

Visa Sponsorship

Security clearance