Administrative Specialist

Houston Engineering, Inc.; Bismarck (ND); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Competitive pay

Health, dental, vision insurance

401(k) match

Disability insurance

Paid time off

Parental leave

Flexible schedule

Logo apparel

Job summary

Houston Engineering, Inc. is seeking an Administrative Specialist in Bismarck, ND, for part-time or full-time work. The role involves supporting proposal development, document editing and formatting, report preparation, and coordinating meetings with engineers and project managers.

Strong writing and editing skills plus MS Office expertise are required. The position emphasizes document control, templates adherence, and cross-office collaboration to ensure timely, accurate client submittals and

Qualifications

• Associates degree or equivalent with 5 years related experience and/or training.
• Strong knowledge of administrative procedures and Microsoft Word; ability to design forms and use workplace terminology.
• Must read, review, and prepare detailed written materials with high accuracy.
• Two+ years in technical writing, editing, and document control with APA formatting experience.
• Excellent writing, editing, proofreading, and verbal communication skills.
• Strong MS Office skills; experience with templates, style guidelines, revision tracking, and referencing features.

Responsibilities

• Assist with proposal development, assembly, and submittal.
• Prepare financial and operational reports.
• Coordinate document reviews and manage version control.
• Edit, format, and finalize reports, manuals, specifications, and proposals.
• Verify reference information with engineers and project managers.
• Ensure templates and style guidelines are applied consistently.
• Organize file systems and deliverables for internal and client use.
• Schedule meetings, prepare agendas, coordinate facilities, and arrange catering.

Skills

Excellent writing

Editing

Verbal communication

Time management

Independent work

APA formatting

Education

Associate's degree or equivalent

Tools

Microsoft Word

Microsoft Office

Document formatting templates

APA formatting

Job description

As a progressive firm, we are seeking team members who have a passion for growth and innovation. At HEI, we empower team members to foster professional development and maximize your potential. The challenge and opportunity you seek can be found at Houston Engineering!

We are currently seeking a Part Time OR Full Time Administrative Specialist in Bismarck, ND

Job Description

Supports an organization by performing administrative services such as report management, scheduling appointments, organizing, and maintaining paper and electronic files, or providing information to callers. Edits, and maintains clear, accurate, and user-focused technical documents that communicate complex information to internal and external audiences. Collaborates with project teams to apply standards, and ensure documentation is complete, consistent, and easy to use.

Essential Functions

Assists other staff with proposal development, assembly, and submittal.

Makes copies of correspondence or other printed materials.

Assists in preparing financial and operational reports

Assists management with administrative tasks such as tracking and compiling information of interest.

• Prepare reports and presentation materials to support internal teams and leadership needs.
• Independently format, edit, and finalize reports, and maintains clear, accurate, and user-focused technical documents that communicate complex information to internal and external audiences. Collaborates with project teams to apply standards, and ensure documentation is complete, consistent, and easy to use.
• Edits, and formats technical reports, procedures, manuals, specifications, proposals, and other documentation.
• Works with engineers, project managers, and subject matter experts to verify reference information for proper report referencing in the documentation.
• Reviews content for clarity, accuracy, grammar, consistency, and compliance with company standards and client requirements.
• Edits documents to ensure templates, formatting standards, and style guidelines are being implemented.
• Coordinates document reviews, incorporates revisions, and manages version control throughout the document lifecycle.
• Assists with document production, final quality checks, and preparation of deliverables for internal use and client submittal. When performing a detailed quality control review, you should ensure accuracy, consistency, and professional presentation.
• Work closely with engineers, project managers, and subject matter experts to ensure project deadlines and expectations are met.
• Build and maintain strong internal working relationships to support team success.
• Coordinates meetings, prepares agendas, reserves and/or prepares facilities and arranges catering.
• Organizes and maintains file system. Apply consistent techniques to ensure uniformity and usability.
• Identify and implement process improvements to ensure effective use of resources.
• Offer cross-office traveling employees administrative support whenever possible.
• Assists other staff with proposal development, assembly, and submittal.
• Composes routine correspondence.
• Makes copies of correspondence or other printed materials
• Routes incoming mail. Prepares outgoing mail and correspondence, including faxes.
• Answers and screens telephone calls and arranges conference calls.
• Orders and maintains supplies and arranges for equipment maintenance.
• Coordinates and plans social office functions and other activities as needed.

Qualifications

• Associate's degree or equivalent from a 2 year college or technical school plus 5 years related experience and/or training; or equivalent combination of education and experience.
• Knowledge of administrative and office procedures and systems such as Microsoft Word, managing files and records, designing forms, and workplace terminology.
• Must be able to read, review, and prepare detailed written materials with a high degree of accuracy.
• Two or more years of experience in technical writing, editing, document control, including experience with APA formatting and citation standards.
• Excellent writing, editing, proofreading, and verbal communication skills.
• Strong working knowledge of Microsoft Office and document formatting; experience with templates, style guidelines, revision tracking, and referencing features.
• Strong attention to detail, time management, and ability to manage multiple deadlines.
• Ability to work both independently and with others.

Valid driver’s license with a good driving record required

Additional Information

Position could be Full-Time OR Part-Time

As part of our talented staff, you will enjoy competitive pay, annual bonuses, paid health, dental, vision, life insurance, short and long-term disability, paid time off, paid holidays, parental leave, generous 401(k) match, access to HSA & FSAs, flexible schedule, annual HEI logo apparel and more.

EOE AA M/F/Vet/Disability