Project Support - Administrative Assistant - Huitt-Zollars : Job Details

Description

Project Support - Administrative Assistant

Role Description: Huitt-Zollars has a great full-time opportunity for a Project Support - Administrative Assistant at our Houston-West office. The candidate will work with teams and project managers with a wide range of project and administrative tasks. Candidate should have two years of professional office experience preferably in an architectural and/or engineering firm environment. The selected candidate will report to the Managing Principal in a rapidly expanding, multi-sector office. This is an opportunity to get in on the ground floor to help shape a highly functioning, inclusive, value-driven team environment.

Location: Houston-West, TX

Reports to: Managing Principal

Employment Type: 40 FT Hours

Compensation Type: Salary

Education: Associate's or Bachelor's degree in business administration, marketing or related

Duties:

* Provide documentation support, draft contracts and assist in bid document process.

* Project research and assistance with notes, project scheduling, email communication.

* Organize and track all office submittals to various review agencies through approval.

* Utilize Deltek Vantagepoint for updating project entries and contract modifications while working closely with accounting to ensure projects have everything necessary for set up.

* Enter new projects, opportunity reports and expense reports in accounting Deltek Vantagepoint application.

* Coordinate with insurance carriers and/or sub-consultants to obtain insurance certificates based on specific project contract requirements.

* Support project managers with arranging travel, interviews and meetings, binding books, following up on collections, drafting correspondence and technical documents.

* Build relationships with co-workers & team members in order to provide a high level of customer service and continually improve team member satisfaction.

* All general admin duties including but not limited to archive file management, answering phones, mail distribution, meeting room, event and workspace set up/take-down, etc.

* Maintains strong moral principles and high level of sensitivity with confidential information.

* Document management; project file set up, maintenance and archiving.

* Organize meetings and make travel arrangements as needed, meeting notes and transmittals.

* Occasional other duties including answer and route office phone calls, and/or greeting visitors.

* Purchase and manage office supplies, specialty supplies and kitchen supplies.

Key Responsibilities:

* Understands, follows, and enforces Huitt-Zollars' business process.

* Productively collaborates with others and leads or encourages teams to achieve success and camaraderie amongst each other.

* Understands and follows HZ QMS and Quality initiatives. Ensures quality control measures are being adhered to on projects and daily operations.

* Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.

* Assist with appropriate administrative and project support tasks supporting the needs of the project team and office.

* Complete assignments on-time, within budget, and with highest level of quality.

* Routinely proposes and produces more effective ways to accomplish assignments.

Qualifications:

* Minimum 2 years of experience

* Engineering and/or Architecture administrative support experience highly preferred

* Ability to appropriately communicate for and with clients and executives and appropriately handle confidential and sensitive information.

* Strong organization, time management, and prioritization skills.

* Presents a strong professional and business acumen.

* Proficient in Microsoft Office Suite: Word, Outlook, Excel PPT, and Adobe

* Knowledge of Deltek Vantagepoint or a CRM system is a plus

* Ability to give meticulous attention to detail and quality

* Ability to work independently with minimum supervision and with a team

* Ability to handle and prioritize multiple tasks and adhere to deadlines

* Agility and problem-solving skills

This position is also required to adhere to Huitt-Zollars' Core Value Competencies.

About Huitt-Zollars:

* Huitt-Zollars, Inc. is a privately held, 100% employee-owned leading Architectural and Engineering (A/E) firm since being established in 1975. Since then, our firm has been providing innovative planning, engineering, architectural and interior design, construction and program management, and design-build services to our clients.

* Located in more than 20 locations throughout 10 different US states, Huitt-Zollars holds a vision to improve the environment in which we live, work, and play. Employees/co-owners can expect to collaborate with their team, listen to client and community needs, and deliver world-class professional services. Learn more about a career with #teamHZ by viewing our LinkedIN Life page.

Benefits & Perks:

* Health insurance (BCBS TX BlueChoice PPO)

* Dental insurance (BCBS TX BlueChoice PPO)

* Vision insurance (BCBS TX BlueChoice PPO)

* MDLive Telehealth

* Employer-Paid Short- & Long-Term disability

* 8 Paid Holidays

* Employee Morale/Teambuilding events and activities

* Paid Vacation/Annual Leave

* Paid Sick Leave

* Tuition Reimbursement

* Commuter Benefits

* Professional Societies and Registrations Fee Reimbursements

* Term Life / AD&D insurance

* Cancer and Specified Disease insurance

* Two retirement plans: 401(k) and an ESOP

Physical Requirements:

* Sedentary work that requires prolonged periods sitting at a desk and working on a computer

* Must be able to lift up to 25 pounds at times

* Work is performed in a dynamic environment that requires one to be adaptable to change and responsive to changing goals, priorities, and needs

* The employee must be able to concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities

Applicants must be legally authorized to work for Huitt-Zollars in the U.S. without employer sponsorship. Currently, Huitt-Zollars does not sponsor H1-B or any other work visa petitions.

Huitt-Zollars does not accept unsolicited resumes from third-party recruiters without a previously signed third-party agreement. Any unsolicited third-party resumes forwarded by recruiters to any Huitt-Zollars hiring manager or employee will be considered public information, may be treated as a direct application from the person identified in the resume, and will not be eligible for placement fee payment to the agency submitting the unsolicited resume. Huitt-Zollars will not pay a fee to a third-party recruiter or agency that has not coordinated their recruiting activity with the appropriate member of the Human Resources team and without an active, fully executed service agreement.

Huitt-Zollars is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, sexual orientation, gender identity, religion, national origin or any other legally protected status. Consistent with the Americans with Disabilities Act, the company will make reasonable accommodations to assist in the application process upon the request of an applicant. No question on this application is intended to secure information to be used for discriminatory purposes.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a) and 60-300.5(a). These regulations prohibit discrimination against qualified individuals on the basis of protected veteran status or disability, and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans and individuals with disabilities.