Administrative Assistant

KFM Engineering & Design | An HFW Company; Austin (TX); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

100% company-paid medical insurance

Long / short-term disability coverage

401(k) plan with a dollar-for-dollar 6

Generous paid time off and company hol

Opportunities for career advancement

Job summary

KFM Engineering & Design, a partner firm of the HFW Companies network, is seeking an Administrative Assistant in our Austin office to support the Survey team with essential administrative and project coordination tasks. You will help with proposals, project setups, timesheets, invoice delivery, and project control reporting (ETCs) and lien releases.

Work includes maintaining organized records, ensuring timely documentation, and accurate reporting.

Qualifications

• 2+ years of administrative experience in a professional office environment.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong organizational and time-management skills with a keen attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize and manage multiple tasks in a fast-paced setting.

Responsibilities

• Support the Survey team with administrative tasks related to project execution.
• Assist with the preparation and formatting of proposals and project setup documentation.
• Track and organize timesheets for team members to ensure accurate reporting.
• Help facilitate customers invoice delivery and communicate with relevant stakeholders.
• Compile and update project control reports, including Estimates to Complete (ETCs).
• Prepare and manage lien releases and related documentation.
• Maintain organized records and files to support team efficiency and compliance.
• Communicate regularly with project managers and office leadership regarding administrative needs.
• Assisting management with ordering office supplies
• Coordinate with accounting and operations teams for smooth project administration.
• Perform additional administrative duties as assigned.

Skills

Microsoft Office Suite

Organizational skills

Time management

Communication skills

Education

High school diploma or GED

Associate degree or administrative certification

Tools

Project management software

Accounting software

Job description

Join our partner firm, KFM Engineering & Design, as an Administrative Assistant at our Austin office, where you’ll play a key role in supporting our dynamic Survey team. In this position, you’ll provide essential administrative and project coordination support across multiple functions—including assisting with proposals, project setups, timesheet tracking, invoice delivery, project control reporting (ETCs), and lien releases for projects.

You’ll work closely with the team to ensure smooth operations, timely documentation, and accurate reporting. If you're detail-oriented, organized, and eager to be a part of a growing engineering and design firm, we’d love to hear from you!

The Perks!

• 100% company-paid medical insurance and long /short-term disability coverage for employees.
• 401(k) plan with a dollar-for-dollar match up to 6%.
• Generous paid time off (PTO) and company holidays.
• Opportunities to participate in company events.
• Opportunities for career advancement and professional development.

Company Overview

KFM is a proud member of the HFW Companies network of partner firms. At KFM Engineering & Design, we bring together over 80 years of combined experience across more than 5,000 successful projects, establishing ourselves as Texas’ premier civil engineering, design, and land use consulting firm. Our deep expertise and history of proven performance on complex projects make us the trusted partner for clients seeking innovative and efficient solutions.

At the core of KFM’s success is our unwavering commitment to exceeding expectations. We achieve this through exceptional communication, rigorous quality control, proactive project management, strong client relationships, and deadline-focused execution. Our team’s unparalleled understanding of the development process ensures seamless project delivery, from concept to completion.

Beyond engineering and design, KFM is dedicated to community engagement. We believe in giving back to the industry and supporting charitable organizations where we live and work, fostering a stronger, more sustainable future. This commitment is the foundation of our contributions to projects that are sustainable, community-driven, and highly successful for investors.

With a legacy of excellence and a future-focused approach, KFM Engineering & Design continues to shape the landscape of Texas and beyond—one project at a time.

• Support the Survey team with administrative tasks related to project execution.
• Assist with the preparation and formatting of proposals and project setup documentation.
• Track and organize timesheets for team members to ensure accurate reporting.
• Help facilitate customers invoice delivery and communicate with relevant stakeholders.
• Compile and update project control reports, including Estimates to Complete (ETCs).
• Prepare and manage lien releases and related documentation.
• Maintain organized records and files to support team efficiency and compliance.
• Communicate regularly with project managers and office leadership regarding administrative needs.
• Assisting management with ordering office supplies
• Coordinate with accounting and operations teams for smooth project administration.
• Perform additional administrative duties as assigned.

Qualifications

• High school diploma or GED required; Associate degree or administrative certification is a plus.
• 2+ years of administrative experience in a professional office environment; A/E/C industry experience preferred.
• Strong organizational and time-management skills with a keen attention to detail.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with project management or accounting software is a plus.
• Excellent verbal and written communication skills.
• Ability to prioritize and manage multiple tasks in a fast-paced setting.
• Comfortable working independently and collaboratively within a team.
• Professionally managing confidential information.