Office Administrator

AG&E; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

AG&E is seeking an experienced Office Administrator to provide comprehensive office management and support across the Houston office. The role includes handling calls, calendar management, meetings, purchasing, correspondence, events, and cross-departmental assistance.

The ideal candidate is self-motivated, resourceful, and capable of independent work with a strong team mentality and a professional demeanor. Prior experience in the AEC industry is a plus.

Qualifications

• Minimum of 5 years in office management.
• Experience in the AEC industry (Architecture, Engineering, Construction) preferred.
• Strong organization and communication skills.

Responsibilities

• Answer, route, and screen incoming calls professionally and positively.
• Sort, manage, and distribute mail and packages.
• Greet and direct guests or visitors with a positive disposition.
• Manage visitor logs, parking, and security badges as needed.
• Book and reserve meeting rooms and coordinate calendars.
• Assist with office management, organization, and events.
• Support other departments with general questions and tasks.
• Prepare, clean, and organize front desk, conference, and common areas daily.
• Order and track office supplies and maintain stock across locations.
• Coordinate and support company events and internal meetings.

Skills

Office management

Customer service

Organization & planning

Independent work

Team oriented

Job description

The Office Administrator is responsible for providing a wide range of office management and support to the company, including answering phone lines, scheduling/managing calendars, confirming meetings, purchasing office supplies, writing correspondence, planning events, and assisting other departments as needed with various administrative responsibilities. The candidate must be self-managed, resourceful, an independent thinker, and self-sufficient as well as self-motivated.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to, the following:

• Answer, route, and screen incoming company calls professionally and positively, with a welcoming outlook and friendly disposition
• Pick up, sort, manage and distribute all incoming and outgoing mail and packages.
• Greet and direct any guests or visitors with a positive and helpful disposition
• Help manage visitor logs, parking, security badges, etc.
• Book and reserve meeting rooms
• Help with office management and organization processes
• Assist other office divisions with general questions, needs/concerns
• Prepare, clean, and organize front desk, conference, meeting, training, common guest, and employee areas daily
• Order, track, and manage inventory stock of office and kitchen supplies for all company locations
• Replenish and maintain par levels of drinks, kitchen, and office supply inventory
• Order, manage, and distribute business cards to employees
• Assist office divisions in arranging deliveries, receiving maintenance and repair services related to office equipment, telecommunications, and building maintenance
• Assist with planning, organizing, supporting, and the clean up after company-sponsored and employee events
• Assist, coordinate, and support internal office and employee webinars, meetings, and events
• Provide various services that would support department heads, including copying, faxing, taking notes, arranging transportation, and assisting with travel arrangements.
• Assist facilitation of company-wide communication, announcements, postings, etc.
• Perform other work-related duties as assigned
• A minimum of 5 years in office management
• Must have a strong team mentality and customer support orientation (for internal/external customers), demonstrate professional demeanor, and the ability to maintain confidential information
• Must have strong skills in organization and planning, exercise sound judgment and problem-solving, and demonstrate the ability to work independently
• Experience working in the AEC industry (Architecture, Engineering, Construction)