Office Project Administrator

Hargrove Engineers & Constructors; Pasadena (TX); On-site; USD 52,000 - 70,000; Full time

Job summary

Hargrove Engineers & Constructors in Houston, TX is seeking an Office Administrator to manage project administration from proposal through close-out for one or more projects in our southeast Houston office.

You will support the leader and project managers, produce reports, prepare proposals, maintain client contacts, schedule meetings, and handle documentation and office operations with keen attention to detail.

Qualifications

• High School Diploma or equivalent required.
• 6+ years of administrative support experience, preferably in an industrial engineering environment.
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook; Dynamics 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; fast-paced, multi-tasking; prioritize; work with teammates, clients, vendors to meet deadlines.
• Flexibility to work hours as needed.

Responsibilities

• Assist in producing reports.
• Prepare project organizational charts and correspondence.
• Enter and maintain current client contact information.
• Create, prepare and proofread proposals and other technical documents.
• Schedule project and client meetings and arrange logistics.
• Prepare and distribute project meeting notes and client presentations.
• Support project administration and special projects.
• Provide scanning, copying, faxing, and filing services for project information.
• Maintain professional appearance of meeting spaces.

Skills

Attention to detail

Verbal and written communication

Confidentiality

Multi-tasking

Prioritization

Team collaboration

Client/vendor interaction

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Dynamics

Job description

What You’ll Be Doing

Job Scope: The Office Administrator is generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project close‑out 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. This work will be performed under general supervision in our southeast Houston office.

Primary Responsibilities Will Include But Are Not Limited To

• Assist in producing reports.
• Preparation of project organizational charts.
• Preparation of project correspondence and transmittals.
• Entering and maintaining current client contact information.
• Creating, preparing and proofreading proposals and other 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.

Experience

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 Dynamics 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 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.