Front Desk/Project Admin

Hargrove Engineers & Constructors; Houston (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

Hargrove Engineers & Constructors seeks an experienced project administrator to manage project documentation, meetings and client communications across one or more projects from proposal through closeout.

The role requires 6+ years of admin support experience in an industrial engineering environment, strong MS Office and Deltek Vision skills, and excellent attention to detail and proofreading. On-site position with fast-paced teamwork across departments.

Qualifications

• High School Diploma or equivalent required; advanced coursework preferred.
• 6+ years of experience providing administrative support, preferably in an industrial engineering environment.
• Proficient with Microsoft Word, Excel, PowerPoint and Outlook.
• Proficient with Newforma and Deltek Vision; other software as needed.
• Extreme attention to detail and excellent proofreading/grammar.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast-paced environment with multi-tasking.
• Ability to prioritize effectively and develop reports.
• Ability to maintain effective relationships with teammates, clients, and vendors.

Responsibilities

• Assisting in Deltek Vision Resource Planning and producing reports.
• Preparation of project organizational charts, correspondence and transmittals.
• Entering and maintaining current client contact information in Deltek Vision and Outlook.
• Creating and proofreading proposals and other technical documents.
• Scheduling project and client meetings and arranging logistics.
• Preparing and distributing project meeting notes and presentations.
• Executing special projects and providing scanning, copying, faxing and filing services.
• Maintaining professional appearance of meeting spaces.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Newforma

Deltek Vision

Attention to detail

Proofreading

Communication skills

Confidentiality

Multi-tasking

Report preparation

Prioritization

Flexibility

Education

High School Diploma or equivalent

Advanced coursework

Tools

Deltek Vision

Newforma

Microsoft Office Suite

Job description

What You’ll Be Doing

Job Scope: Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to. This work will be performed under general supervision.

Primary responsibilities will include but are not limited to:

• Assisting in Deltek Vision Resource Planning and producing reports.

• Preparation of project organizational charts.

• Preparation of project correspondence and transmittals.

• Preparation of project mailings and labels.

• Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.

• Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.

• Scheduling project and client meetings and arrangements.

• Preparation and distribution of project meeting notes.

• Preparation of client and project presentations.

• Execution of special projects.

• Providing scanning, copying, faxing, and filing services for project related information.

• Maintaining professional appearance of meeting spaces.

Ideal Background

Education: High School Diploma or equivalent is required. Advanced coursework is highly preferred.

Certification: No certification is required for this position.

Experience: This position requires 6 or more years of experience in providing administrative support, preferably in an industrial engineering environment.

Required Knowledge, Skills, and Abilities:

• Knowledge and application of company standards.

• Knowledge and application of office administration procedures.

• Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.

• Proficient in the use of Newforma, Deltek Vision and other software as needed.

• Extreme attention to detail.

• Excellent proofreading and grammar.

• Ability to communicate effectively, both verbal and written.

• Ability to maintain confidentiality in all areas.

• Ability to work in a fast-paced environment with extreme multi-tasking.

• Ability to prioritize effectively.

• Ability to accurately develop reports.

• Ability to maintain effective working relationships with teammates, clients, and vendors.

• Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.

• Ability to find and communicate accurate information.

• Ability to work flexible hours as needed.

Physical Requirements:

• Ability to sit, stand or walk for long periods of time.

Hargrove Culture

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.

Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.

As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.

Equal Opportunity Employment Statement

Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.

Hargrove is a drug-free workplace.

The selected candidate must be authorized to work in the United States.