Administrative Assistant

HFW Companies • Austin, TX

5h • Onsite

About The Position

Join our partner firm, KFM Engineering & Design, as an Administrative Assistant at our Austin office, where you’ll play a key role in supporting our dynamic Survey team. In this position, you’ll provide essential administrative and project coordination support across multiple functions—including assisting with proposals, project setups, timesheet tracking, invoice delivery, project control reporting (ETCs), and lien releases for projects. You’ll work closely with the team to ensure smooth operations, timely documentation, and accurate reporting. If you're detail-oriented, organized, and eager to be a part of a growing engineering and design firm, we’d love to hear from you!

Requirements

• High school diploma or GED required; Associate degree or administrative certification is a plus.
• 2+ years of administrative experience in a professional office environment; A/E/C industry experience preferred.
• Strong organizational and time-management skills with a keen attention to detail.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with project management or accounting software is a plus.
• Excellent verbal and written communication skills.
• Ability to prioritize and manage multiple tasks in a fast-paced setting.
• Comfortable working independently and collaboratively within a team.
• Professionally managing confidential information.

Nice To Haves

• Associate degree or administrative certification
• A/E/C industry experience
• experience with project management or accounting software

Responsibilities

• Support the Survey team with administrative tasks related to project execution.
• Assist with the preparation and formatting of proposals and project setup documentation.
• Track and organize timesheets for team members to ensure accurate reporting.
• Help facilitate customers invoice delivery and communicate with relevant stakeholders.
• Compile and update project control reports, including Estimates to Complete (ETCs).
• Prepare and manage lien releases and related documentation.
• Maintain organized records and files to support team efficiency and compliance.
• Communicate regularly with project managers and office leadership regarding administrative needs.
• Assisting management with ordering office supplies
• Coordinate with accounting and operations teams for smooth project administration.
• Perform additional administrative duties as assigned.

Benefits

• 100% company-paid medical insurance
• long /short-term disability coverage for employees
• 401(k) plan with a dollar-for-dollar match up to 6%
• Generous paid time off (PTO)
• company holidays
• Opportunities to participate in company events
• Opportunities for career advancement and professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED