AA II

Smith Seckman Reid, Inc.; Dallas (TX); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Employee Ownership

Retirement Savings

Health Coverage

Life & Disability Insurance

Work-Life Balance

Career Growth

Job summary

Smith Seckman Reid, Inc. (SSR) is seeking an Administrative Assistant II to elevate team productivity by producing accurate documents, coordinating submittals and RFIs, organizing files and schedules, and supporting client communications for Dallas-area projects.

Requirements include a high school diploma or GED (or college degree in administration), strong MS Office skills, familiarity with Cosential CRM, and the ability to manage multiple tasks with confidentiality.

Qualifications

• High school diploma or GED with two years' experience OR college degree in administration.
• Strong grammar and written communication skills.
• Proficient in MS Office; familiarity with Cosential CRM.
• Able to manage multiple tasks and maintain clear files/records.

Responsibilities

• Maintain project document files and archive annually.
• Support project managers with correspondence and client communications.
• Update contact entries and licensure renewals in Cosential/CRM.
• Import specifications into Word; edit, format, and print as needed.
• Distribute submittals and RFIs via platforms such as Newforma, PDM, or Submittal Exchange.
• Maintain and distribute submittal and RFI logs; enter AIA data.
• Prepare Project Manuals; set up response letters and code-review spreadsheets.
• Provide receptionist relief; manage schedules and catering.
• Plan client and colleague events; arrange travel arrangements.
• Coordinate vendor trainings: room reservations, SSR University entries, attendance tracking, setup/cleanup.
• Scan seals and maintain organized shared areas.
• Code invoices and assist with travel arrangements.
• Office liaison with vendors; maintain confidentiality.

Skills

MS Office proficiency

Strong communication

Organizational skills

Detail-oriented

Team collaboration

Education

High school diploma or GED

College degree in administration or related field

Tools

Cosential CRM

AIA software

Job description

At SSR, we’re more than a leading engineering design, consulting, and planning firm—we’re a team of owners committed to solving complex projects and delivering innovative solutions for facility and infrastructure challenges. With locations across the U.S. and expertise spanning diverse markets and services, our collaborative approach empowers us to build lasting partnerships with each other, our clients, and our communities.

We believe high performance and a people-first culture go hand in hand. As an owner from day one, our colleagues thrive in an environment that values accountability, celebrates achievement, and supports personal and professional growth. As owners, we take pride in our work and in each other—driving results while fostering a workplace where everyone feels seen, supported, and inspired.

Want to hear directly from our team? Visit http://www.ssr-inc.com/life-at-ssr and explore our culture on LinkedIn and Instagram.

What You’ll Do

As an Administrative Assistant II, you’ll elevate team productivity—producing accurate documents, coordinating submittals/RFIs, organizing files and schedules, and supporting client communications. You’ll keep information flowing smoothly so our project teams can deliver quality work, on time.

• Maintain orderly correspondence and technical document files; archive project files annually.
• Support team leaders and Project Managers with project correspondence and clientcommunications.
• Update contact entries and licensure/certification renewals (e.g., Cosential/CRM) forprofessionals in the location.
• Import SpecLink project specifications into Word; edit, format, and print as needed.
• Upload/download and distribute submittals and RFIs using platforms such as Newforma, PDM,or Submittal Exchange; assemble and send hard copies of reviewed submittals and shopdrawings.
• Maintain and distribute submittal and RFI logs daily; request and enter AIA data from ProjectManagers.
• Compile, bind, and distribute Project Manuals for state projects as needed; set up responseletters and spreadsheets for code review comments.
• Provide Reception relief; reserve conference rooms and manage/print schedules; arrangecourier deliveries and shipping.
• Distribute incoming mail daily; prepare and send outgoing mail and shipping labels.
• Plan client and colleague events; order lunches and arrange catering as needed.
• Coordinate colleague training and vendor presentations: room reservations, SSR Universityentries, attendance tracking, and room setup/cleanup.
• Scan seals and distribute as needed; file projects and maintain organized shared areas.
• Code invoices and occasionally assist with travel arrangements.
• Serve as office liaison to coordinate with vendors and office functions, where applicable.
• Maintain confidentiality regarding sensitive issues and perform other administrative duties asassigned.

Who We’re Looking For

• High school degree or GED equivalent and two years of applicable experience OR college degree in administration or related field

Preferred Qualifications

• Knowledge of project proposal and business letter formats; strong grammar, spelling, andpunctuation.
• Thorough knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook); familiarity withAIA software and CRM tools (e.g., Cosential).
• Organized—able to orchestrate multiple activities at once, use resources efficiently, andmaintain clear files/records.
• Positive, professional interpersonal skills; clear written and verbal communication; speechclarity.
• Detail‑oriented with accuracy and follow‑through; maintains confidentiality.

What We Offer

• 100% Employee-Owned – Ownership from day one with immediate ESOP vesting.
• Retirement Savings – 401(k) with immediate vesting and a generous company match.
• Health & Wellness – Medical, dental, and vision coverage, plus company‑funded HSAcontributions for HDHP plans.
• Company-Paid Protection – Life insurance, AD&D, and short and long term disability at no costto you.
• Work-Life Balance – Flexible schedules, paid parental leave, generous PTO, and paid companyholidays.
• Career Growth – Tuition reimbursement and ongoing professional development support.

SSR is an Equal Opportunity / Affiliated Employer

EEO Disabled/Veterans

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.