What are the responsibilities and job description for the Administrative Assistant position at Drake Companies LLC?
Drake is looking for a highly organized and detail oriented Administrative Assistant to join our team. In this role, you will provide administrative and clerical support to ensure the efficient day-to-day operation of the office. You will assist management by coordinating communications, maintaining organized records, scheduling meetings, and handling a variety of administrative tasks. The ideal candidate is professional, proactive, customer-service oriented, and able to manage multiple priorities in a fast-paced environment. Experience supporting construction, transportation, or TxDOT-related projects is preferred.
Essential Duties & Responsibilities
- Answer and direct incoming phone calls, emails, and visitors in a professional manner.
- Maintain office filing systems, both electronic and paper, ensuring documents are organized and easily accessible.
- Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
- Schedule meetings, appointments, and conference rooms.
- Coordinate travel arrangements, hotel reservations, and company events as needed.
- Order and maintain office supplies and equipment inventories.
- Assist with data entry, document management, and recordkeeping.
- Process incoming and outgoing mail and deliveries.
- Assist Accounting with invoice processing, purchase orders, expense reports, and other clerical functions as assigned.
- Assist project managers with administrative support for TxDOT projects, including organizing project documentation, maintaining contract files, tracking submittals, and coordinating correspondence when needed.
- Become familiar with TxDOT documentation requirements, terminology, and administrative procedures to support project compliance.
- Maintain confidentiality of company information.
- Coordinate communication between departments, vendors, subcontractors, and clients.
- Assist with special projects and perform other administrative duties as assigned.
Qualifications
- High school diploma or GED required; Associate’s degree preferred.
- Minimum of 2 years of administrative or office support experience preferred.
- Previous experience working with TxDOT projects, construction administration, or civil engineering firms is preferred but not required.
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Excellent verbal and written communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to prioritize tasks and meet deadlines with minimal supervision.
- Professional demeanor and excellent customer service skills.
- Ability to handle confidential information with discretion.
- Experience with ERP, HRIS, project management, or accounting software is a plus.
Knowledge, Skills & Abilities
- Basic understanding of TxDOT project documentation, contract administration, or construction processes is preferred.
- Excellent time management and multitasking abilities.
- Strong problem-solving and critical-thinking skills.
- Ability to work independently and as part of a team.
- Positive attitude and willingness to support multiple departments.
- Adaptability in a fast-paced construction environment.
- Dependable, punctual, and professional.