Project Administrative Assistant

Benefits Overview

We provide hybrid work schedules, comprehensive benefit packages with medical/dental/vision, disability, 401(k) matching, and more. We also encourage our employees to pursue their professional goals, provide the freedom to explore challenging new ideas, and support them through 100% coverage of monthly premiums for a comprehensive, customizable benefits package.

Position Summary:

We are seeking an experienced Project Administrative Assistant who is capable of managing the support functions across the entire company. Based in the Dallas office.

Position Responsibilities:

• Support Project Managers with documentation, information requests, and assembly of project deliverables
• Maintain and update project schedules to ensure deadlines and milestones are met
• Handle communication with clients, subconsultants, and other project partners to ensure coordination and timely responses
• Obtain and track Certificates of Insurance (COIs) from subconsultants and provide required documentation to clients
• Assist with project coordination involving utility companies, agencies, municipalities, clients, and the public
• Edit, proofread, and prepare project specifications, reports, presentations, and newsletters
• Receive, review, and process subconsultant and vendor invoices
• Prepare monthly reports and assemble invoice packets for billing
• Manage office calls, greet guests, and coordinate meetings or office events
• Handle mail, office supplies, and ensure office areas are organized and maintained
• Maintain company and project files, ensuring documents are properly organized and accessible
• Support project document tracking systems and databases
• Provide general administrative and project support as needed

Desired Skills and Experience:

• Effective listening, verbal, and written communication skills
• Superior customer service skills and abilities
• Ability to interact with employee owners at all levels within the company
• Interpersonal sensitivity
• Effective problem identification, analysis and resolution skills
• Developed organizational, multi-tasking, and time management skills
• Proficient with Microsoft Office Suite with ability to learn other software as needed
• Ability to embrace new technologies and processes
• Exhibits initiative, responsibility, and flexibility
• Possesses unquestioned integrity, ethics, and the values appropriate for the company’s culture
• Ability to work independently and within a team successfully
• Detail oriented
• Success in working in a multi-task environment
• Ability to maintain confidential information
• High school diploma or equivalent required
• 4 years administrative experience, and proficiency in MS Word, Excel, and Outlook required

Benefits:

• Generous paid time off and paid holidays program
• A robust set of benefits and programs to include: Medical, Dental, Vision, Company Paid Life Insurance, Flexible Savings Account, and a 401k program

We are firmly committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination for employees and applicants based on his or her age, race, color, pregnancy, gender, gender identity, sexual orientation, national origin, religion, marital status, citizenship, or because he or she is an individual with a disability, protected veteran or other status protected by federal, state, and local laws. A pre-employment background check is required.

Job Type: Full-time

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Ability to Commute:

• Dallas, TX 75240 (Required)

Ability to Relocate:

• Dallas, TX 75240: Relocate before starting work (Required)

Work Location: Hybrid remote in Dallas, TX 75240

Salary : $65,000 - $80,000