In-Office Administrative Specialist: Projects & Facilities

Kimley-Horn; Irving (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

Kimley-Horn in Irving, Texas is seeking an Administrative Assistant for in-office support across the office, regional teams, and leadership. The role covers office administration, facilities coordination, travel, expenses, contracts, and document production.

Candidates should have 4+ years in corporate admin, strong MS Office skills, excellent communication, and the ability to multitask in a fast-paced environment.

Qualifications

• 4+ years in a corporate/professional administrative role.
• Strong verbal and written communication (grammar/proofreading).
• Proficiency in MS Office Suite.
• Professional, organized, client-oriented, and deadline-driven.
• Ability to maintain confidentiality.
• Self-starter with ability to handle competing priorities.

Responsibilities

• Provide comprehensive administrative and operational support for the office, regional teams, project teams, and leadership.
• Maintain daily administrative logs, weekly status reports, employee information, office space requests, timesheet-related items, and other office records.
• Monitor and respond to email correspondence, maintain electronic and hard-copy files, and prepare and distribute documents.
• Coordinate office space assignments, employee moves, workstation changes, signage, and related workplace requests; maintain inventories and place orders.
• Coordinate routine facility checks and service requests for HVAC, plumbing, doors, walls, and other needs.
• Coordinate business travel arrangements, including airfare, lodging, and rental vehicles; liaison with hotels.
• Review corporate card expenses, prepare expense documentation, and assist with recurring administrative reports.
• Provide administrative support for contracts and related documents; prepare and coordinate signatures and notary services.
• Prepare, print, scan, copy, bind, and distribute plan sets and project documents; manage PDFs and large-format plots.
• Coordinate mail, shipping, and deliveries; monitor incoming mail and courier services.
• Support equipment coordination and use of MS Office and related applications.

Skills

MS Office Suite

Communication

Confidentiality

Time management

Prioritization

Contract management

PowerPoint

Graphics

Team player

Tools

Adobe Acrobat

Bluebeam

Acro Plot

Job description

Kimley-Horn in Irving, Texas is seeking an Administrative Assistant for in-office support across the office, regional teams, and leadership. The role covers office administration, facilities coordination, travel, expenses, contracts, and document production.

Candidates should have 4+ years in corporate admin, strong MS Office skills, excellent communication, and the ability to multitask in a fast-paced environment.