Administrative Assistant III

NES Fircroft; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

NES Fircroft is seeking an experienced Administrative Assistant III to provide high-level administrative support to a fast-paced project team in Spring, TX. The role requires exceptional organization, attention to detail, and the ability to manage competing priorities in a 1-year contract.

Responsibilities include calendar management, travel arrangements, expense processing, meeting coordination, onboarding, and collaboration with vendors and internal teams to ensure smooth operations.

Qualifications

• 5+ years of experience in a dedicated Administrative Assistant role supporting professionals, managers, or project teams.
• Strong experience managing complex calendars and coordinating travel arrangements.
• Experience processing expense reports, invoices, and administrative records.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, or similar collaboration tools.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• High attention to detail and commitment to accuracy and compliance.
• Ability to build effective working relationships with employees at all levels of an organization.
• Demonstrated flexibility, adaptability, and problem-solving skills in a fast-paced environment.
• Ability to work independently with minimal supervision.

Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments for leadership and project teams.
• Arrange and manage domestic and international travel, including itineraries, time zone coordination, visa and passport requirements, and travel documentation.
• Prepare and submit expense reports, invoices, procurement requests, and related administrative documentation.
• Coordinate workshops, team meetings, events, offsite meetings, and other project-related activities.
• Maintain accurate records, files, databases, and documentation in compliance with organizational standards and business controls.
• Support document management, reporting activities, and general project administration.
• Assist with employee onboarding and offboarding activities, including workspace coordination, system access requests, equipment arrangements, and orientation logistics.
• Collaborate with internal departments, vendors, contractors, and external stakeholders to ensure smooth operations.
• Provide administrative support to multiple team members and leaders while adapting to changing priorities and deadlines.
• Serve as a dependable point of contact and maintain a high level of professionalism in all interactions.

Skills

Calendar management

Travel coordination

Expense processing

MS Office

Communication

Organization

Attention to detail

Adaptability

Independence

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Administrative Assistant III

Location:Spring, TX (Onsite)

Duration: 1 year Contract

Pay Rate:$40.00per hour

We are seeking an experienced Administrative Assistant to provide high-level administrative support to a fast-paced project team. This role supports multiple leaders and team members in a dynamic environment and requires exceptional organization, attention to detail, professionalism, and the ability to manage competing priorities.

The ideal candidate is a career administrative professional who thrives in a highly visible, deadline-driven environment and enjoys supporting teams, coordinating complex logistics, and ensuring day-to-day operations run smoothly.

Key Responsibilities

• Manage complex calendars, schedule meetings, and coordinate appointments for leadership and project teams.
• Arrange and manage domestic and international travel, including itineraries, time zone coordination, visa and passport requirements, and travel documentation.
• Prepare and submit expense reports, invoices, procurement requests, and related administrative documentation.
• Coordinate workshops, team meetings, events, offsite meetings, and other project-related activities.
• Maintain accurate records, files, databases, and documentation in compliance with organizational standards and business controls.
• Support document management, reporting activities, and general project administration.
• Assist with employee onboarding and offboarding activities, including workspace coordination, system access requests, equipment arrangements, and orientation logistics.
• Collaborate with internal departments, vendors, contractors, and external stakeholders to ensure smooth operations.
• Provide administrative support to multiple team members and leaders while adapting to changing priorities and deadlines.
• Serve as a dependable point of contact and maintain a high level of professionalism in all interactions.

Required Qualifications

• 5+ years of experience in a dedicated Administrative Assistant role supporting professionals, managers, or project teams.
• Strong experience managing complex calendars and coordinating travel arrangements.
• Experience processing expense reports, invoices, and administrative records.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, or similar collaboration tools.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• High attention to detail and commitment to accuracy and compliance.
• Ability to build effective working relationships with employees at all levels of an organization.
• Demonstrated flexibility, adaptability, and problem-solving skills in a fast-paced environment.
• Ability to work independently with minimal supervision.

Preferred Qualifications

• Experience supporting project-based teams or large capital projects.
• Experience coordinating events, workshops, team meetings, and offsite activities.
• Familiarity with enterprise systems used for project controls, procurement, scheduling, or expense management.
• Administrative certifications or professional training.
• Experience in industrial, engineering, construction, manufacturing, or energy-related environments.

Work Environment

• Fully on-site position, Monday through Friday.
• Standard business hours with some flexibility based on business needs.
• Fast-paced, collaborative environment supporting long-term project activities.
• High-visibility role requiring professionalism, dependability, and strong customer service skills.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining andManufacturingsectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.