Administrative Assistant

HFW Companies; Austin (TX); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical benefits

401k match

Paid time off

Company events

Career development

Job summary

KFM Engineering & Design in Austin is hiring an Administrative Assistant to support our Survey team and keep projects on track. You’ll manage proposals, project setups, timesheets, and invoicing, ensuring accurate reporting and timely documentation.

This role offers growth within a dynamic civil engineering and design firm with a strong Texas presence. The ideal candidate is detail-oriented, organized, and collaborative, with 2+ years of admin experience.

Qualifications

• 2+ years administrative experience in a professional office environment.
• High school diploma or GED required; Associate degree or admin certification is a plus.
• Proficient in Microsoft Office Suite; familiarity with project management or accounting software is a plus.
• Excellent verbal and written communication skills.

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 customer invoice delivery and communicate with relevant stakeholders.
• Compile and update project control reports, including 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

MS Office

Communication

Organization

Time management

Confidential info

Education

High school diploma

Associate degree or admin cert

Tools

PM software

Job description

Administrative Assistant

Position Summary

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.

• Follow us on LinkedIn -> KFM

• Learn more about us on our company page -> KFM

Essential 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.

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.

Learn more and follow all our firms below!

• The HFW Companies

• CRANSTON

• KFM Engineering & Design

• Taney Engineering & Land Surveying

• INVISION Planning | Architecture | Interiors

• GastingerWalker&

• Kuo & Associates

• 4Ward Land Surveying

• HSQ Group

• Miller Legg

Feel free to follow or connect with our Talent Acquisition Business Partner! Hortencia Williamson LinkedIn