Administrative Assistant - Houston

Intertek Building & Construction; Houston (TX); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, vision

Life and disability insurance

401(k) with company match

Generous vacation / sick time

Tuition reimbursement

Job summary

Intertek is seeking an Administrative Assistant for our Building & Construction team in Houston, TX. You will support project administration, prepare documents, and coordinate with project managers and field staff using Microsoft Office.

The role requires at least 1 year of admin experience, proficiency in Word and Excel, and strong communication, organization, and time-management skills in a fast-paced environment.

Qualifications

• High School Diploma or equivalent.
• 1 year of administrative support experience required.
• Experience with Microsoft Word and Excel.
• Excellent verbal and written communication skills.
• Strong prioritization, organization and time management.
• Detail oriented and accurate in work.
• Ability to work independently in a fast-paced environment with shifting priorities.
• Ability to analyze and solve problems.
• Ability to type quickly and accurately.
• Ability to plan, organize, and complete various projects within standards, objectives, and timeframes.

Responsibilities

• Perform general office and administrative duties, including word processing, copying, scanning, mailing, filing, and document organization.
• Provide project administrative support, including project setup, scheduling, client notifications, purchase orders, invoice coordination, and project closeout.
• Assist with dispatching and scheduling field personnel and coordinating with project managers and field staff.
• Track daily inspection and testing activities and ensure field reports are submitted to the project team.
• Answer calls and respond to inquiries regarding department services, scheduling, projects, and report status.
• Support billing and project financial administration, including tracking budgets, POs, change orders, invoices, and documentation.
• Assist with internal and external quality audits and maintain quality-related documentation.
• Assist management with periodic operational, project, billing, and staffing reports.
• Coordinate with project managers, engineers, technicians, laboratory personnel, dispatch, billing, and clients as needed.
• Perform other administrative duties as required by the office, department, or project.
• Maintain department records and project files, including schedules, work logs, databases, training records, and other documentation.

Skills

MS Word

MS Excel

Communication

Prioritization

Time management

Detail oriented

Independent work

Problem solving

Typing

Project coordination

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Job Description

Administrative Assistant – Houston, Texas

Intertek, a leading provider of quality and safety solutions to many of the world’s top-recognized brands and companies, is actively seeking an Administrative Assistant to join our Building & Construction team in Houston, TX. This is a fantastic opportunity to grow a versatile career in the architectural, engineering, and construction (A/E/C) industry.

Intertek's Building and Construction division is a suite of Intertek brands that are industry leaders across multiple architecture, engineering and construction disciplines, developing the most innovative product and project solutions. Intertek's project-related assurance, testing, inspection and consulting services are the risk management and quality assurance partner you need to ensure the reliability, safety and performance of your new developments, existing assets and facilities. Intertek is continually innovating and evolving to reduce risk for consumers, brands and organizations in every sector and industry around the world.

We go beyond Testing, Inspection and Certification of products: we are a Total Quality Assurance Provider to industries worldwide.

Our Purpose: Bringing quality, safety, and sustainability to life.

What are we looking for?

The Administrative Assistant is responsible for creating various documents, spreadsheets, etc. utilizing Microsoft Office software.

Benefits Information

• In addition to competitive compensation packages, when working with Intertek you can expect benefits including medical, dental, vision, life, disability, 401(k) with company match, generous vacation / sick time (PTO), tuition reimbursement and more.

What you’ll do:

• Perform general office and administrative duties, including word processing, copying, scanning, mailing, filing, and document organization.
• Provide project administrative support, including project setup, scheduling, client notifications, purchase orders (POs), invoice coordination, report processing/finalization, and project closeout.
• Assist with dispatching and scheduling field personnel, including generating work orders (WOs), assigning technicians, communicating schedule changes, and coordinating with project managers and field staff.
• Assist with tracking daily inspection and testing activities and ensuring required field reports are submitted and distributed to the appropriate project team.
• Answer incoming phone calls and respond to basic inquiries regarding department services, scheduling, projects, and report status.
• Support billing and project financial administration, including tracking project budgets, POs, change orders, invoices, and outstanding documentation.
• Assist with internal and external quality audits and maintain required quality-related documentation.
• Assist management with periodic operational, project, billing, staffing, and other department reports.
• Coordinate with project managers, engineers, technicians, laboratory personnel, dispatch, billing, and clients as needed to support daily operations.
• Perform other administrative and operational duties as required by the specific office, department, or project.
• Maintain department records and project files, including project schedules, work logs, databases, employee training records, and other required documentation.

This position outline is a general guideline and does not represent all encompassing details. The position assumes that the incumbent has both the mental and physical requirements to carry out the above defined duties.

Minimum Requirements & Qualifications:

• High School Diploma or equivalent
• 1 year experience in an administrative support position is required
• Experience is Microsoft Word and Excel
• Excellent communication skills, both verbal and written
• Excellent prioritization, organization, and time management skills
• Must be detail oriented
• Ability to work independently in a fast-paced, multi-tasking environment with shifting priorities
• Ability to analyze and solve problems
• Ability to type quickly and accurately
• Ability to plan, organize, and complete a variety of projects within established standards, objectives, and time frames

Preferred Requirements & Qualifications:

• Experience providing administrative support in the Geotechnical industry
• Experience with Accounts Payable or Accounts Receivable

Intertek: Total Quality. Assured.

Intertek is a world leader in the Quality Assurance market, with a proven, high-quality business model and a global network of customer-focused operations and highly engaged subject matter experts. With passion, pace, and precision we work to exceed our customers’ expectations, while engaging with our employees to be 10X in their performance and professional growth.

Intertek is a drug-free workplace. As a condition of employment, certain positions may be required to pass a pre-employment drug test based on the type of work that will be performed.

We Value Diversity:

Intertek’s network of phenomenal people are our greatest assets, and the diversity they bring fuels our success. Intertek is an Equal Employment Opportunity Employer that values inclusion and diversity. We take affirmative action to ensure all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.

For individuals with disabilities who would like to request accommodation, or who need assistance applying, please email [e-mail] or call 1-877-694-8543 (option #5) to speak with a member of the HR Department.

CA-ST

• Intertek does not accept unsolicited approaches from agencies and will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

About Us:

Intertek is a leading Total Quality Assurance provider to industries worldwide. Our network of more than 1,000 laboratories and offices in more than 100 countries, delivers innovative and bespoke Assurance, Testing, Inspection and Certification (ATIC) solutions for our customers' operations and supply chains. Working at Intertek means joining a global network of state-of-the-art facilities and passionate people who deliver superior customer service with a purpose of bringing quality, safety, and sustainability to life.

About The Team:

The Building & Construction team provides assurance, testing, inspection, and certification services and building science solutions to deliver Total Quality Assurance to the built environment. The team offers the architectural, engineering and construction (A/E/C) industry with a full suite of capabilities both in the lab and on site.