Administrative Assistant

As an Administrative Assistant at Houston Engineering, Inc., your core responsibilities will include supporting technical staff by preparing a variety of reports, letters, and presentations, as well as assisting project managers with invoice preparation. You’ll collaborate closely with the Office Manager to compile financial metrics data and create reports using Unanet and SharePoint, ultimately enhancing operational efficiencies and supporting staff informational needs.

To be considered for the Administrative Assistant role at Houston Engineering, Inc., you should ideally have around five years of experience in a similar position. Proficiency in advanced Microsoft Office Suite is essential, along with strong proofing skills and excellent interpersonal abilities. A positive attitude, dedication, self-motivation, and a keen eye for detail are key traits we look for. The ability to manage competing projects while communicating effectively is also crucial.

As a part-time Administrative Assistant at Houston Engineering, Inc., you can expect competitive pay and a generous benefits package that includes health, dental, and vision insurance, even as a part-time employee. You will also enjoy significant annual bonuses and a robust 401(k) match, making it an inviting opportunity to be part of a top-rated workplace recognized for its commitment to its employees.

Houston Engineering, Inc. fosters a positive workplace culture by encouraging teamwork and mutual respect among employees. As an Administrative Assistant, you will play a key role in promoting positive peer relationships and contributing to a collaborative environment. The company values strong interpersonal skills and a positive attitude, ensuring that every team member feels valued and an integral part of the organization.

In the Administrative Assistant position at Houston Engineering, Inc., you will actively assist project managers with various tasks, including invoice preparation and the development of informative reports. Your role will also involve facilitating communication between the technical teams and the project managers, ensuring that each project runs smoothly and efficiently while meeting established timelines.

Absolutely! In previous roles, I've utilized Microsoft Office Suite extensively, particularly Excel for spreadsheets, Word for document preparation, and PowerPoint for presentations. I consider myself highly proficient and can easily navigate advanced features to produce effective reports and presentations.

I start by assessing the urgency and importance of each task. I often create a list to visualize my workload and use a priority matrix to help me determine which tasks need immediate attention versus those that can wait. Maintaining communication with my team about timelines is critical to ensure we stay aligned and manage expectations effectively.

In such situations, I believe in addressing issues directly yet tactfully. I would aim to have an open conversation with the team member, aiming to understand their perspective while also sharing my own. Creating a respectful dialogue can lead to a constructive resolution while maintaining a positive working relationship.

To ensure accuracy, I double-check my work systematically. I often take a break after finishing a task to return with fresh eyes for proofreading. For reports or documents, I'll read them aloud; this helps me catch any errors I might overlook when reading silently. I also welcome peer reviews to gain additional insights.

I believe maintaining a friendly and supportive office environment is vital for productivity. I actively promote kindness by showing appreciation for my colleagues' efforts, organizing small social events, and being a good listener. Encouraging open communication fosters trust and strengthens team dynamics.

In my last role, I noticed our invoicing process was slowing down. I proposed a new template that streamlined the required information, which reduced errors and improved processing time. I trained my colleagues on the new template, which led to a significant increase in overall efficiency for the team.

To stay organized, I rely heavily on digital tools, such as calendars and task management apps. I set clear deadlines for myself and break larger projects into manageable tasks. Regularly reviewing my priorities helps me remain agile in a fast-paced environment without sacrificing quality.

Handling confidential information is critical in any administrative role. I ensure to follow company protocols meticulously, limit sharing sensitive information to only authorized individuals, and use secure methods for storage and communication. Discretion is a top priority for me to maintain trust and integrity.

I thrive in a team environment! For instance, in my previous position, I collaborated closely with project managers and technical staff to create comprehensive reports. Regular check-ins and open communication laid the groundwork for successful collaboration, and I proactively sought feedback to continually improve our processes.

I'm motivated by being able to make a positive impact through my organizational skills and support. Helping my colleagues achieve their goals and seeing the organization succeed drives my passion for the administrative role. I take pride in my contributions toward making the workplace more efficient and enjoyable for everyone.