Corporate Administrative Specialist

Houston Engineering, Inc.; Fargo, Northern (ND, KY); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Annual bonus

Health, dental, vision insurance

Life insurance

Short/long-term disability

Paid time off

Paid holidays

Parental leave

401(k) match

HSA & FSAs

Flexible schedule

HEI logo apparel

Job summary

Houston Engineering, Inc. is seeking a Corporate Office Support professional to coordinate and execute administrative efforts across HEI, supporting the Corporate Office, Office Managers, and employees.

The role emphasizes reporting, process improvement, event coordination, and cross-office collaboration. It requires excellent communication, strong organizational skills, and the ability to work independently or with a team.

Qualifications

• Associate degree in a related field.
• 5+ years of related experience.
• Advanced Microsoft Office Suite skills.
• Knowledge of administrative and office procedures and systems such as managing files and records, designing forms, and workplace terminology.
• Able to listen well and solicit information from technical staff.
• Excellent written and oral communication skills.
• Positive attitude, strong team player, responsible, dedicated, and self-motivated.
• Ability to work both independently and collaboratively with others.
• Must have excellent attention to detail and the ability to prioritize competing projects.
• Strong organizational, time management, and resource planning skills.
• Valid driver’s license and in good standing.
• Supervisory experience preferred.
• Frequently lift and/or move up to 20 pounds. May occasionally lift and/or move up to 40 pounds.

Responsibilities

• Coordinate and execute administrative tasks to support the Corporate Office and employees across HEI.
• Produce reports, letters, spreadsheets, presentations, mailings, and other documents.
• Assist with training, best practices, and corporate initiatives for staff.
• Lead coordination of office events, conferences, and staff recognition programs.
• Support internal communications and updates through the Inside HEI intranet.
• Foster a culture of respect and positive peer relationships.
• Assist workload management and redistribution across offices as needed.
• Provide training and guidance for administrative staff and leadership meeting preparation.
• Identify process improvements to enhance efficiency and resource utilization.
• Support cross-department collaboration on administrative initiatives.

Skills

Advanced Microsoft Office

Communication skills

Organizational skills

Time management

Team player

Education

Associate degree

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!

As a corporate Administrative Specialist, you will coordinate and execute administrative efforts to effectively support the Corporate Office, Office Managers, and employees across HEI. Helps to streamline administrative operations and supports leadership with high-level reporting and coordination.

Job Description

Corporate Office Support:

• Assist Department Heads and other corporate staff with day-to-day administrative tasks, including the production of reports, letters, spreadsheets, presentations, mailings, purchasing office supplies, and other tasks as assigned.
• Assist in developing and administering training, best practices, relationship-building initiatives, and quarterly meetings for new and existing administrative staff.
• Support development of a strong administrative network by promoting communication, professional development, and sharing corporate updates and initiatives.
• Assist Office Manager with building care and act as liaison with building vendors.
• Lead coordination of office events, corporate parties, conferences, corporate gifts, new employee recognition programs, purchasing of staff safety equipment, marketing items, logo wear, client gifts, and related administrative resources.
• Support internal communications and updates through various company channels including Inside HEI (intranet).
• Foster a culture of respect and promote positive peer relationships.
• Assist Office Managers with workload management for administrative staff and help redistribute work across offices as needed to support business demands.
• Provide flexible administrative support across offices by filling gaps and leveraging employee strengths and skillsets.
• Facilitate recurring database reporting and project-related reporting, as needed.
• Provide training and guidance for administrative staff, as requested.
• Assist with coordination of leadership meetings, scheduling, logistics, and preparation of supporting materials.

Other Duties:

• Assist with preparation of operational and administrative reports and support leadership with high-level coordination and reporting activities.
• Develop and maintain document quality standards, including formatting, editing, brand consistency, and accessibility best practices.
• Identify and implement process improvements that enhance administrative efficiency, consistency, and resource utilization across the organization.
• Support cross-department collaboration and coordination of administrative initiatives and special projects.

Desired Functions

• Assist and train technical staff and office administrative staff with the production of reports, letters, spreadsheets, and presentations.
• Support a culture of innovation; promoting streamlined office processes and procedures for improved efficiencies.
• Develop knowledge of local, state, and federal document accessibility standards and provide guidance to staff on creating compliant work products.

Qualifications

• Associate degree in a related field.
• 5+ years of related experience.
• Advanced Microsoft Office Suite skills.
• Knowledge of administrative and office procedures and systems such as managing files and records, designing forms, and workplace terminology.
• Able to listen well and solicit information from technical staff.
• Excellent written and oral communication skills.
• Positive attitude, strong team player, responsible, dedicated, and self-motivated.
• Ability to work both independently and collaboratively with others.
• Must have excellent attention to detail and the ability to prioritize competing projects.
• Strong organizational, time management, and resource planning skills.
• Valid driver’s license and in good standing.
• Supervisory experience preferred.
• Frequently lift and/or move up to 20 pounds. May occasionally lift and/or move up to 40 pounds.

Additional Information

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