What are the responsibilities and job description for the Administrative Assistant II position at Woolpert, Inc.?
Overview
Business Administrative Assistant II
Houston, TX
On-Site
Job Summary:
This position is primarily responsible for performing various administrative roles to support Firm's operations.
Responsibilities
Essential Functions:
- Performs general clerical duties (e.g., photocopying, faxing, mailing, and filing).
- Maintains company equipment (e.g., printer, fax machine, typewriter, postage machine, and copier).
- Creates and modifies documents using company-adopted software. Produces drafts, reports, correspondence, and forms as required.
- Maintains databases as directed. Maintains accurate and efficient filing system (electronic and paper).
- Maintains an accurate and efficient record archival system, including off-site archiving following the company's retention policy.
- Sorts incoming mail, faxes, and deliveries for distribution.
- Prepares and sends outgoing faxes, mail, and packages. Coordinates conference room reservations and in-house meetings, including necessary equipment setup and food/beverage accommodations.
- Participates actively in staff meetings and in-house training programs.
- Purchases office supplies, maintains inventory, and completes purchase orders following company processes.
- Assists/coordinates with supervisor and/or Director of Business Services on maintenance needs, moves, reconfigurations, space planning, and furniture needs of office facilities.
- Supports staff in assigned projects.
- Coordinates firm-wide functions.
- Provides administrative support to firm-wide support groups and executive-level staff as requested.
- Provides support for firm-wide initiatives as needed.
- Directs phone inquiries to the appropriate staff member.
- Replies to general information requests with accurate information. Greets visitors to the organization in a professional and friendly manner. Assists visitors with the sign in process, including debriefing foreign nationals.
Qualifications
Required Qualifications:
- Must have a high school diploma or G.E.D and two (2) years of related experience.
- Possess above-average Microsoft Office suite skills.
- Proficient with Adobe products, database management software/procedures, and the Internet.
- Maintains a positive working relationship with others, both internally and externally.
- Demonstrates excellent oral and written communication skills.
- Must be able to anticipate, understand, and respond to the needs of internal and external clients.
- Ability to work collaboratively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness.
- Demonstrate the ability to undertake self-directed tasks when necessary.
- Demonstrates excellent time management skills, including attention to detail.
- Demonstrated experience in prioritizing and assessing situations to determine urgency.
- Occasional travel as needed.
Unique Benefits
Certified as a Great Place to Work®, Woolpert is one of the fastest-growing architecture, engineering, and geospatial (AEG) companies in the world. With over 60 offices and countless projects around the globe, Woolpert makes a real difference at home and abroad. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:
- Diverse experiences: Work on meaningful projects that improve the quality of life around the world.
- Freedom to work program: Set your own schedule and location (as appropriate).
- Principal program: Earn the opportunity to become an owner of the firm.
- Unlimited vacation: Take time off when it makes sense for you.
- Career development: Explore a wide range of learning and growth opportunities within and across industries.
- Health, life, vision, and dental insurance: Cover all your medical bases.
- Paid sick time, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more: Choose the benefits that work best for you.
Level up your career with Woolpert. Apply today and join our team to help shape the future of tomorrow!
Why Woolpert?
Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you'll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.
