Administrative Assistant I, Austin, TX (South)

Administrative Assistant I, Austin, TX (South)

Halff has an opening for an Administrative Assistant for our South Austin office. As an Administrative Assistant, the role will provide administrative support to an individual, team, department, or group in an organization. Collects, reviews, and analyzes data, prepares reports, charts, budgets, and other presentation materials, and maintains files, databases, and archives of relevant records. Screens calls, responds to inquiries, and schedules meetings, travel, and other group activities.

What you will do:

• Greet visitors and clients, answer, and direct phone calls, and manage incoming and outgoing correspondence.
• Organize, file, and maintain paper and electronic documents, ensuring easy retrieval and compliance with company policies.
• Assist in scheduling meetings, appointments, and travel arrangements for staff members.
• Enter and update client information, project details, and other relevant data into company databases.
• Monitor and maintain office supplies inventory, place orders when necessary, and ensure proper stocking of essential items.
• Provide general administrative support to the engineering team, including preparing reports, memos, and presentations.
• Assist in the preparation and coordination of project documentation, including proposals, contracts, and project plans.
• Assist with basic financial tasks, such as processing invoices, expense reports, and coordinating with the finance department as needed.
• Respond to client inquiries and provide information or direct them to the appropriate personnel as needed.
• Maintain confidentiality of sensitive information and ensure compliance with company policies and procedures.

What you will need:

• Basic understanding of office administration procedures.
• Familiarity with document management and filing systems.
• General knowledge of the engineering consulting industry is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy.
• Ability to prioritize tasks and manage time effectively.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and proactive attitude.
• Adaptability to a fast-paced work environment.
• High School Diploma or equivalent required. Associate's Degree or additional coursework in business administration or related field is a plus.
• Minimum of 1 year of experience in an administrative role.
• Prolonged periods sitting or standing at a desk and working on a computer.
• Must be able to lift up to 20 pounds.
• May need to travel to various office sites.

• Medical, dental, prescription and life insurance
• Long-term and short-term disability insurance
• Paid time off (PTO) and 8 company paid holidays (and Veteran's Day for our veterans)
• Traditional and Roth 401(k) plans
• Employee Stock Ownership Plan (ESOP)
• Health Savings Account (HSA)
• 529 College Savings Plan
• Flexible spending accounts (FSA)
• Employee Assistance Plan
• Click here for a more comprehensive list of Halff's benefits