Administrative Specialist

HR Green • Austin, TX

5d • Onsite

About The Position

HR Green is seeking an Administrative Specialist to support their Austin, Texas offices. This role is responsible for keeping the office running efficiently and managing key administrative responsibilities that support the team's success. The position is fully on-site and involves welcoming visitors, preparing documents, assisting project teams, and maintaining organized shared spaces.

Requirements

• 5+ years of administrative support experience.
• Strong attention to detail and comfort managing information in spreadsheets or tracking systems.
• Clear and confident communication skills when working with internal stakeholders and external vendors.
• Advanced skills in Microsoft Office 365 with the ability to learn new systems.
• A proactive, highly organized, and dependable approach to managing multiple tasks and deadlines with minimal supervision.
• Ability to work fully onsite Monday–Friday in our Austin office.

Responsibilities

• Serve as the first point of contact for visitors, deliveries, and staff inquiries, creating a welcoming and professional office environment.
• Support daily office operations including mail, shipping, scanning, printing, document preparation, ordering supplies, equipment maintenance, and shared-space organization.
• Coordinate office events, team gatherings, and small celebrations, both in the office and offsite.
• Provide administrative support to project managers including meeting minutes, formatting documents, bid tabs, and other administrative deliverables.
• Provide support to our Corporate Growth department with proposal printing, packaging and delivery.
• Set up conference rooms, coordinate meeting needs, and ensure common areas remain organized and equipped.
• Interface with and provide support to high-level personnel including calendaring, expense tracking, and travel arrangements.
• Assist with onboarding new employees including basic workstation setup.
• Route purchase requests, invoices, and receipts for approval.
• Support Site Leader by tracking site budget, assisting in determining budget requirements, and reconciling office credit card statement monthly.
• Keep organized documentation across spreadsheets and shared tools.

Benefits

• Employee ownership opportunities
• Performance-based bonus program
• Traditional and Roth 401(k) plans with immediate employer-match vesting
• Medical, dental, and vision coverage
• Tuition reimbursement and professional development support
• Paid parental leave
• Two paid volunteer days each year
• Flexible career paths and advancement opportunities
• A collaborative culture that values innovation, teamwork, and professional growth

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed