Project Administrator-GEO

HVJ Associates®; Austin (TX); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

401(k)

Health Insurance

Dental & Vision

Paid Time Off

Holidays

Tuition Reimbursement

Flexible work environment

Bonus Eligibility

Casual environment

Job summary

HVJ Associates in Austin, TX is seeking a Project Administrator to support local operations and ensure client, employee, and business satisfaction. You will handle administrative duties per company policy and deadlines, coordinate project setups and invoicing, and maintain professional communications with staff and vendors.

The role requires a college diploma and 3 years of admin experience, with strong Microsoft Office and Deltek Vantagepoint skills.

Qualifications

• College diploma or equivalent education required.
• 3 years of administrative assistant experience preferred.
• Basic mathematical skills.
• Knowledge of Microsoft Excel, Outlook, and Word, PowerPoint and Adobe Acrobat.
• Knowledge of Deltek Vantagepoint software a plus.
• Valid driver's license and current automobile insurance.

Responsibilities

• Completes Geotechnical operational requirements by scheduling and assigning administrative projects and expediting work results.
• Attends weekly staff meetings and produces minutes.
• Interacts with Project Managers for light duties such as project setups, purchase orders, and reviewing vendor invoices.
• Processes monthly project invoicing accurately and timely to meet deadlines.
• Exhibits professional communication via phone, e-mail, and mail.
• Supports team with organization tasks including filing, typing, copying, and scanning.
• Answers phone calls, schedules meetings, and supports visitors.
• Contributes to team effort by accomplishing related results as needed.

Skills

Administrative Writing

Microsoft Office

Organization

Data Analysis

Reporting

Process Management

Education

College Diploma

Tools

Deltek Vantagepoint

Microsoft Excel

Outlook

Word

PowerPoint

Adobe Acrobat

Job description

Mission/ Position Description Summary

The mission of the Project Administrator at HVJ South Central-Austin will be to support the local operations as directed to assure client, employee, and business associate satisfaction. In this role the candidate will ensure that all administrative duties are processed efficiently and in accordance with company policies, contract terms and deadlines.

Responsibilities Include

• Completes Geotechnical operational requirements by scheduling and assigning administrative projects and expediting work results.
• Attends weekly staff meetings and produces minutes
• Interacts with Project Managers for light duty tasks- project setups/purchase orders/reviewing vendor invoices, etc.
• Processes monthly project invoicing accurately and timely to meet established client and company deadlines.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Supports team by performing tasks related to organization and strong communication including filing, typing, copying, and scanning.
• Answers phone calls, schedule meetings and support visitors.
• Contributes to team effort by accomplishing related results as needed

Supplemental Responsibilities

• Performs data entry for lab operations for all projects as requested, apply for permits
• Provides travel arrangements for loggers/drillers such as hotels and other arrangements.
• Serves as backup for maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Provides administrative support to ensure efficient operation of office.

Preferred Skills

• Administrative Assistant Skills and Qualifications
• Reporting Skills
• Administrative Writing Skills
• Microsoft Office Skills
• Managing Processes
• Organization
• Analyzing Information

Key Criteria/Requirements

• College diploma or equivalent education required
• 3 years of administrative assistant experience preferred
• Basic mathematical skills
• Knowledge of appropriate software including Microsoft Excel, Outlook, and Word Microsoft PowerPoint and Adobe Acrobat Required
• Knowledge of Deltek Vantagepoint software a plus.
• Valid driver's license and current automobile insurance

Key Accountabilities

• Professionalism
• Problem Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Team Player
• Data Entry

Benefits

• 401(k)
• 401(k) matching
• Dental, Health & Vision insurance
• Employer Paid Life, AD&D, & Disability insurance
• Paid Time Off
• 8 Paid Holidays
• Employee Assistance Program
• Referral Program
• Professional development & growth opportunities
• Tuition Reimbursement
• Casual environment
• Bonus Eligibility
• Flexible work environment/arrangements

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job the employee is frequently required to sit and talk or hear, and to utilize a computer and software applications such as Microsoft Office.
• The employee is occasionally required to stand; walk; drive; use hands or fingers; handle or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl.
• Must have the ability to work weekends when required.
• The employee must occasionally lift and/or move up to 10 pounds and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Location

Austin, TX

Department

Geotechnical

Employment Type

Full-Time

Minimum Experience

Mid-level