Project Secretary

Vaughn Construction; Bastrop (TX); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Vaughn Construction is seeking an office administrator to support project management and handle general office duties in our Bastrop, Texas office. The role requires handling calls, mail routing, invoicing support, and ensuring smooth daily operations to keep projects on track.

The ideal candidate has a high school diploma or equivalent with at least two years of related experience, strong organizational and communication skills, and the ability to work with a team in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Two years related experience or equivalent training preferred.
• Ability to handle sensitive information with discretion.

Responsibilities

• Answer multi-line phone and route calls to the appropriate department.
• Route incoming mail to the correct department.
• Process accounts payable and vouch invoices for approvals.
• Maintain office supplies and equipment; manage filing systems.
• Assist with travel arrangements for project management staff.
• Prepare outgoing mail and manage bid project setup.
• Maintain security alarm codes and coordinate maintenance when needed.
• Provide general office support to ensure timely project delivery.

Skills

Multitasking

Highly organized

Written communication

Proofreading

Team collaboration

Discretion & tact

Professional appearance

Solution-minded

Education

High school diploma or equivalent

Tools

Windows OS

Job description

Vaughn is a regional commercial construction company operating throughout Texas. We are focused on building higher education, healthcare, and research buildings for commercial clients. As a sophisticated construction manager, we utilize the latest technology (including drones, laser scanners, 3D modeling, and 3D printing) to plan and build high-quality, enduring facilities. Further, we treat all employees like family in a family-like environment where our people are proud to work.

Our family is committed to safety, integrity, teamwork, excellence, and work ethic. Vaughn’s leaders link our strategic priorities and resulting work activities to our core values, and we believe this drives excellence. Vaughn aims to retain and develop individuals aligned with our core values by providing life-changing opportunities.

OUR BIG WHY: We WOW our clients and provide life-changing opportunities for our people, while delivering our projects in a family atmosphere, where our people are proud to work.

Position Overview

Provide support to project management and oversee general office activity.

Duties/Responsibilities

• Uses a multi-line phone to answer and appropriately routes all incoming calls.
• Routes incoming mail to the appropriate department.
• Vouches subcontractor invoices and sends out for approvals.
• Maintains office/break room supplies.
• Responsible for the maintenance of office equipment.
• Vouches accounts payable invoices and sends out for approvals.
• Prepares outgoing mail for post office or for overnight delivery.
• Programs and updates security alarm codes. Calls for maintenance when needed.
• Sets up bid projects, issue bid notices, and/or maintain HUB subcontractor database.
• May serve as a Notary Public.
• May make travel arrangements for project management.
• Performs other duties to ensure successful services are delivered and customers are satisfied.
• Maintains excellent attendance and punctuality.

Education and Training

• High school graduation or its equivalent and two years related experience or an equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

Knowledge, Skills and Abilities

• Proficiency with writing, grammar, proofreading, and math.
• Computer literacy in a Windows environment.
• Highly organized with multi-tasking capability to manage multiple projects to deadline.
• Ability to create and maintain comprehensive filing system.
• Ability to work with others at all levels of the organization.
• Personable, friendly, and good-humored.
• Ability to support the project management’s effectiveness.
• Ability to cope with a fast moving environment and busy supervisor.
• Professional boundaries with regard to the handling of privileged information.
• Discretion and tact.
• Presents a professional image.
• Willingness to find new solutions and share ideas in a constructive way.

Accessibility: If you need an accommodation as part of the employment process, please contact Human Resources at
Phone: [phone]
Email: [e-mail]
Equal Opportunity Employer, including disabled and veterans.
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