Administrative Assistant

Spi ENG; Houston (TX); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Team and family-oriented work环境

Job summary

Schaumburg & Polk, Inc. (SPI) seeks an Administrative Assistant to support our Houston office. The role coordinates daily office operations, provides administrative and project support to leadership and technical staff, and assists with the preparation of marketing proposals and Statements of Qualifications (SOQs).

A key component is developing proficiency in Adobe InDesign and contributing to SPI's proposal production, while owning office organization initiatives and records management.

Qualifications

• High school diploma or equivalent required.
• Valid driver’s license and clean driving record.
• Ability to travel locally as needed for duties.
• Proficiency with Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to multitask with minimal supervision.
• Willingness to learn Adobe InDesign.

Responsibilities

• Serve as the primary contact for calls, visitors, clients, and vendors.
• Coordinate communications, scheduling, travel, and admin activities.
• Manage mail, deliveries, shipping, and office correspondence.
• Monitor supplies and organize shared spaces.
• Coordinate routine office maintenance with building management.
• Provide admin support to Branch Office Manager, engineers, and project staff.
• Assist Marketing with SOQs and proposals.
• Format and assemble professional documents using templates.

Skills

Microsoft Office proficiency (Word, Ex

Strong organizational skills

Excellent written and verbal komunik

Ability to manage multiple priorities

Attention to detail

Confidentiality and discretion

Willingness to learn Adobe InDesign

Education

High school diploma or equivalent

Tools

Adobe InDesign

Adobe Acrobat

Microsoft Office

Job description

Job Title

Administrative Assistant

Job Type

Full-time

Education

High School

Location

Houston, TX 77079 US (Primary)

Category

Job Description

Schaumburg & Polk, Inc. (SPI) is seeking a dependable and organized Administrative Assistant to support our Houston office.This position is responsible for coordinating daily office operations, providing administrative and project support to office leadership and technical staff, and assisting with the preparation of marketing proposals and Statements of Qualifications (SOQs).

A key component of this role is the opportunity to develop proficiency in Adobe InDesign and become an active contributor to SPI's proposal production efforts. The successful candidate will also take ownership of office organization initiatives, including coordinating the cleanout and reorganization of existing office spaces, records, and storage areas.

We are looking for a dependable, resourceful self-starter who enjoys taking initiative, managing projects independently, learning new skills, and contributing to an efficient and professional office environment.

Key Responsibilities

Office Administration and Operations

• Serve as the primary point of contact for incoming phone calls, visitors, clients, and vendors.
• Coordinate office communications, scheduling, meetings, travel arrangements, and general administrative activities.
• Manage incoming and outgoing mail, deliveries, shipping, and office correspondence.
• Monitor office supplies, coordinate purchasing, and maintain organized common areas and shared resources.
• Coordinate routine office maintenance and communicate with building management and service providers.
• Provide administrative support to the Branch Office Manager, engineers, project managers, and other office personnel.

Marketing and Proposal Support

• Assist SPI's Marketing Department with preparing Statements of Qualifications (SOQs), proposals, and other business development materials.
• Format and assemble professional documents, including resumes, project descriptions, graphics, and supporting information.
• Learn and utilize Adobe InDesign and established company templates to support proposal production.
• Coordinate with Marketing, Business Development, and technical staff to collect information and meet submission deadlines.
• Review documents for formatting, consistency, completeness, and accuracy.
• Assume increasing responsibility for proposal preparation and production as skills and experience develop.

Office Organization and Common Area Maintenance

• Maintain a clean, organized, and professional appearance throughout the office, particularly in reception areas, conference rooms, breakrooms, and shared spaces.
• Monitor common areas throughout the day and address housekeeping and organizational needs as they arise.
• Coordinate with cleaning services or building management for maintenance and cleaning needs beyond routine daily upkeep.
• Take ownership of office organization initiatives, including coordinating the cleanout, reorganization, and maintenance of offices, storage areas, and shared workspaces.

Project and Accounting Support

• Prepare, format, proofread, and organize reports, correspondence, spreadsheets, forms, and project documentation.
• Assist Project Managers with tracking project documentation, milestones, and administrative requirements.
• Support document quality control by reviewing materials for formatting, grammar, completeness, and consistency.
• Maintain digital and physical project files and assist with document archiving.
• Route vendor invoices, payment documentation, and other financial records to the appropriate Accounting personnel.
• Assist with preparation and distribution of project-related documents, contracts, and correspondence.

Internal Coordination and Employee Support

• Assist with new employee onboarding activities and office preparations.
• Coordinate internal meetings, training sessions, office lunches, and employee events.
• Communicate effectively with other SPI offices and departments to support company-wide administrative processes.
• Perform other administrative duties and special projects as assigned.

Job Requirements

Qualifications

Required

• High school diploma or equivalent.
• Valid driver's license and an acceptable driving record in accordance with company policy and applicable insurance requirements.
• Ability to travel locally as needed to perform office-related duties, including picking up supplies, delivering documents, and completing other business errands.
• Proficiency with Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and work with minimal supervision.
• Demonstrated initiative, problem-solving skills, and willingness to take ownership of assigned responsibilities.
• Ability to maintain confidentiality and handle sensitive company information appropriately.
• Willingness and ability to learn Adobe InDesign and other company software.

Preferred

• Three or more years of administrative or office support experience.
• Experience in an engineering, architecture, construction, or other professional services environment.
• Experience with Adobe InDesign, Adobe Acrobat, or professional document production.
• Experience assisting with proposals, SOQs, or marketing materials.
• Experience with project documentation, records management, and office organization initiatives.

About Schaumburg & Polk, Inc.

Schaumburg & Polk, Inc. is a 100% employee-owned professional engineering and surveying firm serving communities throughout Texas. Our team is committed to providing quality service while upholding our STAR core values of Service, Trust, Accountability, and Respect. At SPI, we believe every employee contributes to our mission of Engineering a Better Future.

Travel

0 - 10%

SPI is committed to providing equal opportunity for all employees regardless of race, color, sex, marital status, religion, religious affiliation, physical or mental disability, national origin, veteran status, sexual orientation, or age.

Full time Benefits:

• Team and family-oriented work environment
• Medical, dental, and vision insurance coverage