Administrative Assistant Job Listing at HOK in Houston, TX (Job ID 489)

Description

We are currently seeking an Administrative Assistant to join our Houston team. As an Administrative Assistant, you play a key role in supporting our clients, team members, and guests. The successful candidate must be able to work Monday through Friday, 8:30 am - 5:30 pm in the office. Prior experience at architecture or interior design firm strongly preferred.

 RESPONSIBILITIES:

• Manages day to day workflow of the department.  Requires extensive contact with internal employees and external clients.
• Inputs data into various information systems.
• Provides administrative support to one or more leaders or a department including opening and distributing mail, answering the telephone and taking messages, scheduling meetings, arranging business travel and preparing expense reports, etc.
• Handles frequent telephone, email and personal contact with internal employees and external clients. 
• Manages client contact information.
• Provides project support by composing correspondence, proposals and agreements, project progress reports and invoices, performs data entry and maintains project files.
• Serves as meeting coordinator for client, departmental and /or office meetings.

• Provides reception relief duties.
• Performs construction administration duties for project teams.
• May perform other administrative duties for the department.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.
• Fosters a commitment to external and internal client service.

REQUIRED SKILLS:

• Advanced knowledge of administrative practices and procedures.
• Flexible and able to function well in a fast-paced environment.
• Ability to maintain high degree of confidentiality and strong adherence to the practice of business ethics.
• Strong interpersonal skills and the ability to interact with all levels of staff.
• Expert multi-tasker and prioritizer.
• Proven ability to independently solve problems.
• Highly organized and meticulously detail-oriented.
• Ability to work independently with little to no supervision and in a team environment.
• Outstanding communication skills both verbal and written.
• Proficiency in MS Office including Excel, Word, PowerPoint, and Outlook. MS Project proficiency preferred.
• Ability to learn and master new information technology systems.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required; Bachelor's degree preferred.
• 2 plus years' supporting at an administrative level.
• Previous experience in architecture, interior design, or related professional services firm preferred.