Administrative Assistant & Office Coordinator

WUEST GROUP LIMITED•Austin, TX

160d•Onsite

About The Position

The Administrative Assistant & Office Coordinator is a central point of support for our team and the primary steward of our office environment. This hybrid role requires someone who can pivot between technical civil engineering support and workspace support. We are looking for someone proactive who takes pride in ensuring our engineers have the clerical support they need while our office remains a welcoming, productive, and well-maintained space for the entire team.

Requirements

Outgoing, organized, and comfortable acting as a professional representative of the firm.
Strong skills in the Microsoft 365 ecosystem (Outlook, Word, Excel).
You are as comfortable with complex project filing as you are with office upkeep.
Must have a valid driver’s license and reliable transportation for local errands.
Applicants must live in the Austin area and have reliable transportation.

Nice To Haves

Bilingual (English/Spanish) skills are a plus but not required.

Responsibilities

Maintain daily office and breakroom tidiness, including kitchen management (loading/unloading the dishwasher, managing weekly HEB orders).
Coordinate company happy hours, team-building events, holiday parties, and preparations for onsite services.
Handle professional local errands for the office, including dry cleaning, vehicle maintenance scheduling, and business returns.
Greet guests, manage phone lines, and oversee all incoming/outgoing mail, USPS certified mail, and courier deliveries.
Monitor the City of Austin (COA) email inbox, distribute comments to the design team.
Set up employee workstations and coordinate with our IT support team for new hires.
Assist with project startup, perform preliminary due diligence research, and order critical documents like tax certificates or fire hydrant tests.
Assist the Accounts Manager with light data entry, online fee payments, and bank deposit runs.