Administrative Assistant

Overview

Kimley-Horn is looking for an Administrative Assistant to join our team in Irving/Las Colinas, Texas! This is an in-office position.

Responsibilities

Office Administration and Operations:

• Provide comprehensive administrative and operational support for the office, regional teams, project teams, and leadership
• Maintain daily administrative logs, weekly status reports, employee information, office space requests, timesheet-related items, and other office records
• Monitor and respond to email correspondence, maintain electronic and hard-copy files, and prepare and distribute documents
• Coordinate office space assignments, employee moves, workstation changes, signage, and related workplace requestsMaintain office, production, breakroom, coffee, paper, toner, business card, professional stamp, and other supply inventories; place orders and restock as necessary

Facilities and Building Coordination:

• Conduct routine facility check-ins and initiate, monitor, and troubleshoot service requests involving HVAC, plumbing, leaks, doors, walls, millwork, garages, restrooms, and other facility needs
• Maintain breakrooms and production areas, including restocking supplies
• Coordinate vendor service and repair activities involving coffee service, air fresheners, ice machines, sump pumps, HVAC, fire protection systems, laptops, printers, and plotters

Travel and Lodging Coordination:

• Coordinate business travel arrangements, including airfare, lodging, and rental vehicles
• Serve as a liaison with hotels for employee and client lodging, conference rooms, and off-site meetings and events

Expense and Financial Administration:

• Review corporate card expenses, verify supporting documentation, and help ensure expenses and payments are processed by applicable deadlines
• Prepare expense documentation, including spreadsheet data entry, receipts, mileage, tolls, and other supporting information
• Enter, submit, revise, and prepare addendums for employee expense reports
• Assist with recurring administrative reports, including accounts receivable, effort, job starts, profitability, and utilization reports

Project and Contract Administration:

• Provide administrative support for contracts and related documents, including signatures, revision letters, required forms, certificates of insurance, and supporting documentation
• Assist with letters to proceed, scopes of work, interoffice/service agreements, bid tabs, OPCC documentation, and Letters of Concurrence
• Prepare and maintain comment-response letters and spreadsheets
• Prepare Right of Entry correspondence, perform mail merges, and coordinate certified mailing
• Coordinate signatures and execution of contracts, project documents, and plan sets
• Provide notary services for authorized documents, contracts, signatures, and attestations

Document and Production Support:

• Prepare, print, scan, copy, collate, bind, and distribute plan sets, project manuals, exhibits, workbooks, training materials, correspondence, reports, and other project documents
• Produce and manage electronic PDF deliverables and large-format plots
• Coordinate outsourced printing and production services with external and internal print providers
• Perform mail merges and other high-volume document-production activities
• Maintain copy and production rooms, including cleaning, organizing, restocking, and ordering supplies.

Mail, Shipping, and Deliveries:

• Receive and distribute internal and external deliveries from couriers and common carriers
• Coordinate outgoing shipments, courier services, postage, certified mail, and other mailing requirements
• Monitor incoming mail and coordinate delivery of client checks to the appropriate processing location

Equipment and Technology Coordination:

• Coordinate requests for laptop repairs, technology supplies, equipment inventory, and access to technology-related areas
• Support printer and plotter operations by maintaining paper inventory, coordinating routine maintenance, and initiating repair requests
• Coordinate access for authorized vendors supporting server-room, fire-protection, HVAC, and related services
• Utilize Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Bluebeam, Acro Plot, and related applications to prepare and manage business and project documentation

Reporting, Quality, and Professional Support:

• Prepare and maintain recurring monthly and bi-monthly administrative and operational reports
• Participate in applicable administrative, business, culture, and expense-management training
• Perform additional administrative, facilities, production, project-support, and office-management responsibilities as needed to support efficient office operations and client service

Qualifications

• 4+ years in a corporate/professional environment in an Administrative role
• Strong verbal and written communication skills (grammar/proofreading)
• Strong proficiency in MS Office Suite
• Professional, organized, client-oriented, and deadline driven
• Proven ability to maintain confidentiality
• Able to anticipate needs and manage competing priorities
• Positive team player with commitment to quality
• Self-starter who can thrive in an environment where leaders often travel off site serving clients
• Contract management and billing experience preferred
• Graphics and PowerPoint skills preferred

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.