Administrative Coordinator

About the role

The Administrative Coordinator/Project Support position at Huitt-Zollars is a full-time opportunity in Dallas, Texas. Reporting to the Vice President/Managing Principal, this role offers an exciting chance to contribute to a rapidly expanding, multi-sector office.

Responsibilities

• Coordinate and track all aspects of office business development, including preparing proposals for A/E RFPs.
• Track contract requirements, subconsultant financials, and work order development processes.
• Support project managers with monthly progress reports, invoice processes, project filing, research and writing, data input and analytics, document editing/finishing, stakeholder correspondence, arranging travel, interviews, and meetings.
• Build relationships with co-workers and team members to provide high-level customer service and improve team member satisfaction.
• Organize meetings, send invites, track responses, set up in-person or virtual equipment, and make travel arrangements. Draft and/or finalize meeting notes and distribute.
• Lead office administration, greeting visitors, reserving conference rooms, arranging business lunches or outreach events, and purchasing office supplies.

Qualifications

• Minimum 2 years of professional office experience, preferably in an architectural or engineering firm.
• Engineering and/or Architecture administrative support experience highly preferred.
• Strong communication skills, ability to handle confidential information, and proficiency in Microsoft Office Suite.
• Proficiency in Deltek Vantagepoint or a CRM system is a plus.
• Attention to detail and problem-solving skills.

Skills

• Understands and follows Huitt-Zollars' business processes.
• Collaborates effectively with others and leads or encourages teams.
• Enforces Huitt-Zollars' Quality Management System (QMS).
• Assists with administrative and project support tasks.
• Proposes and produces more effective ways to accomplish assignments.

About Huitt-Zollars

Huitt-Zollars, Inc., founded in 1975, is a leading Architectural and Engineering (A/E) firm with offices across 10 US states. We aim to improve the environment where we live, work, and play through innovative planning, engineering, architectural, interior design, construction, and program management services. Our employees/co-owners collaborate with clients and communities, delivering world-class professional services.

Benefits & Perks

• Health insurance (BCBS TX BlueChoice PPO)
• Dental insurance (BCBS TX BlueChoice PPO)
• Vision insurance (BCBS TX BlueChoice PPO)
• MDLive Telehealth
• Employer-paid Short- & Long-Term disability
• 8 Paid Holidays
• Employee Morale/Teambuilding events and activities
• Paid Vacation/Annual Leave
• Paid Sick Leave
• Tuition Reimbursement
• Commuter Benefits
• Professional Societies and Registrations Fee Reimbursements
• Term Life / AD&D insurance
• Cancer and Specified Disease insurance
• Two retirement plans: 401(k) and an ESOP

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 25 pounds at times
• Concentrate on details, work under deadline pressures, apply sound logic and judgment, and prioritize tasks and responsibilities