Business Administrative Assistant I

HIRING A BUSINESS ADMINISTRATIVE ASSISTANT IN AUSTIN

ACCOUNTABILITY

Responsible for providing administrative support to our multidisciplinary project management staff. Collaborative spirit, excellent communication skills, creativity, and initiative to support our teams on current and incoming projects. Exceptional support for our clients and internal staff. May also receive direction/assignments from directors or leaders.

ESSENTIAL FUNCTIONS

• Learn and apply DBR administrative procedure standards per the appropriate manual and as directed by the Director of Administration.
• Handle fee proposals, pipeline, project setups, schedule of values/pay applications accurately and efficiently.
• Organize project specifications.
• Coordinate prime work administrative processes and support compliance obligations for PICs and PMs.
• Assist with document management, conformed sets, CAD releases, and electronic transfers.
• Coordinate meetings, meeting room setups/cleanups, and catering for various in-house meetings.
• Coordinate travel arrangements.
• Process expense reports, credit card reconciliation and maintain calendar(s) for key personnel.
• Maintain team office supply inventory and handle workstation prep/cleanup.
• Coordinate special office events, team outings, seasonal office decorations and client happy hours.
• Run errands as needed.
• Assist with Bluebeam sessions and bookmarking drawings.
• Assist with ordering of code books and other relevant resource materials.
• Assist with updates to standardized specification content.
• Organize training materials and similar department-related technical content within the digital library.
• Organize, maintain, copy and scan correspondence, reports, files.
• Provide admin back up and Front Office Admin relief of the reception desk as needed.
• Liaise with building management for maintenance requests and staff communication.
• Perform corporate state registrations.
• Process administrative checklists for new hires, terminations, and staff changes.
• Organize corporate education and training documents.
• Maintain confidential information and effectively interact with various levels.
• Maintain flexibility and be able to work overtime as needed.
• Attend meetings, company events, in-house trainings and continuing education events as needed.
• Perform additional assignments as requested/needed.

EDUCATION AND EXPERIENCE

• High School Diploma/GED with 1-2 years of work experience

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of common office tasks and administrative procedures.
• Working knowledge using Microsoft Office Suite (e.g., Outlook, Excel, Word) or related software.
• Working knowledge and skill using office equipment (e.g., computer, copier, etc.).
• Ability to communicate effectively and professionally, both verbal and written and good interpersonal skills.
• Dependable and punctual work ethic.
• Ability to handle confidential information with discretion.
• Able to work well under pressure and in a fast-paced environment.
• Attention to detail and problem-solving skills.
• Good research, organizational and customer service skills.
• Flexibility to adapt to changing priorities and deadlines.
• Good time management skills to meet deadlines and manager schedules efficiently.
• Ability to work under close supervision to complete tasks independently and collaboratively in a team environment.
• Willingness to learn and adapt to new processes and procedures.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.