Administrative Assistant

I.A. Naman + Associates, Inc.•Houston, TX

17d•Onsite

About The Position

The Administrative Assistant supports the Office Manager with a variety of tasks necessary to maintain a professional and efficient office environment for employees and guests. This role requires strong organizational and problem-solving skills, basic mathematical abilities, and the ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.

Requirements

High school diploma or General Education Degree (GED) required.
One to two (1–2) years of administrative, office support, reception, or related experience preferred.
Prior administrative experience at an engineering firm, architecture firm, or contractor is a plus.
Proficiency in Microsoft Office, including Outlook, Word, and Excel, preferred.
Working knowledge of general office procedures, document preparation, data entry, and records management.
Strong organizational, time management, and attention to detail with the ability to manage multiple priorities and meet deadlines.
Willingness to learn and grow within the company.
Ability to pick up and work efficiently across a variety of software systems, adapting quickly to new tools as needed.
Strong written and verbal communication, customer service, and problem-solving skills

Responsibilities

Serve as the primary front-office contact for visitors, guests, and callers, providing professional and courteous assistance and directing inquiries to the appropriate staff member.
Receive and assist visitors, coordinate office access as needed, validate parking, and maintain a professional and welcoming reception area.
Monitor and maintain general office and conference room calendars, including updating the lobby presentation screen with visitor and vendor information.
Coordinate building management and engineering service requests through the landlord's portal and monitor office security cameras as needed.
Prepare, type, edit, and format letters, memos, specifications, reports, and other documents using Microsoft Word.
Perform data entry, manipulation, and retrieval using Microsoft Excel and assist with incorporating redlines and markups into technical specifications and other project documents.
Monitor and manage the Submittals Inbox, ensuring submittals are received, distributed, tracked, and returned to the appropriate clients, architects, contractors, consultants, designers, engineers, and project managers.
Track project submittals using Newforma and other applicable platforms, including Procore, Tonic DM, Autodesk Forma, Dropbox, PlanGrid, collaboration portals, FTP sites, and similar systems.
Monitor submittal review timelines and coordinate with project teams to help ensure responses are completed within established deadlines, adjusting priorities as needed based on project schedules and lead times.
Maintain office, breakroom, copy/print, and coffee supplies by monitoring inventory, placing orders, tracking deliveries, and coordinating with vendors regarding missing or delayed shipments.
Help maintain clean and organized common areas, including conference rooms, breakrooms, refrigerators, copy/print areas, and the lobby, and coordinate service visits with plant maintenance, copier, coffee, and other office vendors.
Coordinate Lunch-n-Learns and other company gatherings by scheduling dates, communicating with vendors and representatives, preparing conference rooms, assisting with presentation technology, and supporting setup and cleanup.
Coordinate the ordering and setup of food for Lunch-n-Learns and other internal company gatherings and perform other general clerical and administrative duties as assigned.
Other duties as assigned.