Administrative Assistant

I. A. Naman + Associates, Inc.; Houston (TX); On-site; USD 40,000 - 48,000; Full time

Job summary

I.A. Naman + Associates is a Houston-based engineering firm seeking an Administrative Assistant to support the Office Manager and maintain a professional office environment.

This role requires strong organizational and problem-solving skills to handle multiple priorities in a fast-paced setting. The position involves front-desk duties, scheduling, responsive communication, and tasks across Word, Excel, and Outlook.

Qualifications

• High school diploma or GED required.
• 1–2 years administrative/office support experience preferred.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and ability to learn new software.

Responsibilities

• Serve as the primary front-office contact for visitors, guests, and callers.
• Receive and assist visitors, coordinate office access and parking, and maintain a welcoming reception area.
• Manage calendars for general office and conference rooms, including lobby displays.

Skills

Communication skills

Organizational skills

Problem-solving

Multitasking

Customer service

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The Company:

Headquartered in Houston, Texas, I.A. Naman + Associates is one of the region's foremost providers of mechanical and electrical engineering services with completed projects in 23 states. Since 1947, IAN+A has provided forward-thinking mechanical, electrical, and plumbing (MEP) designs to meet the functional requirements of our clients.

The Position:

The Administrative Assistant supports the Office Manager with a variety of tasks necessary to maintain a professional and efficient office environment for employees and guests. This role requires strong organizational and problem-solving skills, basic mathematical abilities, and the ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.

Position Responsibilities:

• Serve as the primary front-office contact for visitors, guests, and callers, providing professional and courteous assistance and directing inquiries to the appropriate staff member.
• Receive and assist visitors, coordinate office access as needed, validate parking, and maintain a professional and welcoming reception area.
• Monitor and maintain general office and conference room calendars, including updating the lobby presentation screen with visitor and vendor information.
• Coordinate building management and engineering service requests through the landlord's portal and monitor office security cameras as needed.
• Prepare, type, edit, and format letters, memos, specifications, reports, and other documents using Microsoft Word.
• Perform data entry, manipulation, and retrieval using Microsoft Excel and assist with incorporating redlines and markups into technical specifications and other project documents.
• Monitor and manage the Submittals Inbox, ensuring submittals are received, distributed, tracked, and returned to the appropriate clients, architects, contractors, consultants, designers, engineers, and project managers.
• Track project submittals using Newforma and other applicable platforms, including Procore, Tonic DM, Autodesk Forma, Dropbox, PlanGrid, collaboration portals, FTP sites, and similar systems.
• Monitor submittal review timelines and coordinate with project teams to help ensure responses are completed within established deadlines, adjusting priorities as needed based on project schedules and lead times.
• Maintain office, breakroom, copy/print, and coffee supplies by monitoring inventory, placing orders, tracking deliveries, and coordinating with vendors regarding missing or delayed shipments.
• Help maintain clean and organized common areas, including conference rooms, breakrooms, refrigerators, copy/print areas, and the lobby, and coordinate service visits with plant maintenance, copier, coffee, and other office vendors.
• Coordinate Lunch-n-Learns and other company gatherings by scheduling dates, communicating with vendors and representatives, preparing conference rooms, assisting with presentation technology, and supporting setup and cleanup.
• Coordinate the ordering and setup of food for Lunch-n-Learns and other internal company gatherings and perform other general clerical and administrative duties as assigned.
• Other duties as assigned.

Qualifications:

• High school diploma or General Education Degree (GED) required.
• One to two (1-2) years of administrative, office support, reception, or related experience preferred.
• Prior administrative experience at an engineering firm, architecture firm, or contractor is a plus.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel, preferred.
• Working knowledge of general office procedures, document preparation, data entry, and records management.
• Strong organizational, time management, and attention to detail with the ability to manage multiple priorities and meet deadlines.
• Willingness to learn and grow within the company.
• Ability to pick up and work efficiently across a variety of software systems, adapting quickly to new tools as needed.
• Strong written and verbal communication, customer service, and problem-solving skills

Why You Should Apply:

In addition to working alongside an encouraging team, our compensation and benefits package is designed to encourage longevity with the company. Below are some of the benefits offered:

• Paid Time Off
• Dental, Health, and Life Insurance
• 401(k)
• Growth and Professional Development Opportunities - This role offers strong opportunities for advancement; we're looking for someone eager to learn and grow within the company!

I.A. Naman + Associates is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetics, status as a protected veteran, or any other protected status established by federal, state, or local laws.