Administrative Assistant

Tolunay-Wong Engineers, Inc.•Harlingen, TX

About The Position

The Administrative Assistant provides daily administrative and operational support to the department, helping coordinate information among field personnel, laboratory staff, project managers, and clients. Working closely with the Department Administrator and Department Manager, this role ensures daily administrative tasks are completed accurately and efficiently while following TWE policies and procedures. The ideal candidate is organized, dependable, detail-oriented, able to handle multiple responsibilities, and capable of working with minimal supervision. The role includes general office administration, project and field support, and accounting and administrative assistance. Duties include handling communications and records, supporting project setup and documentation, coordinating field reporting, and assisting with billing, invoicing, timesheets, expense reports, and vendor invoices. The position also supports office events and activities, helps improve administrative processes, provides administrative coverage, and performs other related duties as assigned.

Requirements

High school diploma or equivalent required.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Ability to multitask, prioritize assignments, and meet deadlines.
Ability to work independently while maintaining communication with management.
Professional attitude, dependability, and willingness to learn.

Nice To Haves

Minimum 2–3 years of administrative or office support experience preferred.
Experience in construction, engineering, or a related industry preferred.
Experience with Ajera or similar accounting/project management software preferred.

Responsibilities

Answer, screen, and direct incoming phone calls; greet clients, employees, vendors, and visitors.
Handle incoming inquiries, emails, and work requests.
Organize, maintain, and update project files, employee records, and office databases.
Prepare, review, distribute, and file correspondence and documentation.
Coordinate office supply orders, equipment maintenance, and general office needs.
Assist with scheduling meetings, appointments, and office activities.
Assist with setting up new projects, client information, and project files in Ajera and other applicable systems.
Monitor and follow up on daily field reports, timesheets, and other required documentation.
Assist with preparing, processing, and distributing field and laboratory reports.
Coordinate with field personnel and project managers to obtain missing or incomplete documentation.
Maintain organized electronic and physical project records.
Assist with scheduling field personnel, training, and project-related appointments as needed.
Assist with daily billing preparation and monthly invoicing.
Perform data entry and maintain accurate project and client information.
Assist with accounts receivable follow-up and collection documentation as directed.
Receive, review, and forward vendor invoices for processing.
Assist with collecting, reviewing, and entering employee timesheets and expense reports.
Maintain accurate billing records and supporting documentation.
Assist with office events, meetings, and employee activities.
Help identify opportunities to improve administrative processes and office efficiency.
Provide administrative coverage when other personnel are unavailable.
Perform other related administrative duties as assigned by the Department Administrator or Department Manager.