Administrative Assistant Construction Design (Full Time)

Job Summary

Provides clerical and administrative support to the Leader(s).

Minimum Job Requirements


* Two to three years of Administrative Assistant or Secretarial experience required.


* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.

Essential Duties and Responsibilities


* Assists Leader(s) with special projects, organizes meetings, conferences, and other special events.

Performs research and analysis for related projects and specific issues.


* Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, vendor contracts, AIA contracts, and/or other documents.


* Prepares meeting minutes and other sensitive documents.


* Prepares presentations, financial, and non-financial reports for the Leader


* Prepares project presentation binders, brochures, and pamphlets for leadership.


* Prepares presentations, assists with AutoCAD floor plan formatting, plotting, and photoshop projects.


* Responsible for maintaining furniture inventory lists, furnishings replacement lists, and coordinating user groups furnishings floor plans.


* Maintains materials and finishes library in addition to hanging up-to-date project files.

Responsible for labeling, dating old files, and project drawings for storage.


* Provides clerical support in problem solving and planning as needed to ensure delivery of department's goals and objectives.


* Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by payroll department.


* Orders & maintains office supplies.

Submits PO's and contracts for approval and follows up on completion or renewal.

Verifies & submits invoices to be approved by the Leader(s).


* Submits work orders to maintain appropriate phone, computer, and equipment repair and services.


* Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the Leader(s).


* Maintains files and records for the Leader(s).


* Prepares financial plans, budgets, & forecast reports for approval.

Assists Leader(s) with monthly expenses and invoices.


* Provides clerical support, greet & assist visitors, maintains calendars & vendor’s appointments schedule, coordinating travel arrangements & handling public relations for the Leader(s).

Knowledge/Skills/Abilities


* High school education or equivalent preferred.


* Experience with architecture or construction office preferred.


* Able to adapt and react calmly under stressful conditions.


* Able to set priorities and meet deadlines.


* Abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail, and working in a team environment.


* Ability to work independently and flexibly with minimal supervision.


* Ability to represent department/function in a professional, courteous, and efficient manner.


* Ability to communicate verbally & in writing.


* Able to maintain confidentiality of sensitive information.


* Positive and can-do attitude.

(EOE DFW)

...