Administrative Specialist

About the role

We're looking for an Administrative Specialist who keeps things moving — someone who keeps the office running efficiently and manages key administrative responsibilities that support the team's success.

Responsibilities

• Serve as the first point of contact for visitors, deliveries, and staff inquiries, creating a welcoming and professional office environment.
• Support daily office operations including mail, shipping, scanning, printing, document preparation, ordering supplies, equipment maintenance, and shared-space organization.
• Cook up office events, team gatherings, and small celebrations, both in the office and offsite.
• Provide administrative support to project managers including meeting minutes, formatting documents, bid tabs, and other administrative deliverables.
• Provide support to our Corporate Growth department with proposal printing, packaging and delivery.
• Set up conference rooms, coordinate meeting needs, and ensure common areas remain organized and equipped.
• Interface with and provide support to high-level personnel including calendaring, expense tracking, and travel arrangements.
• Aid in onboarding new employees including basic workstation setup.
• Route purchase requests, invoices, and receipts for approval. Support Site Leader by tracking site budget, assisting in determining budget requirements, and reconciling office credit card statement monthly.
• Keep organized documentation across spreadsheets and shared tools.

Requirements

5+ years of administrative support experience.
Strong attention to detail and comfort managing information in spreadsheets or tracking systems.
Clear and confident communication skills when working with internal stakeholders and external vendors.
Advanced skills in Microsoft Office 365 with the ability to learn new systems.
Proactive, highly organized, and dependable approach to managing multiple tasks and deadlines with minimal supervision.
Ability to work fully onsite Monday–Friday in our Austin office.

Benefits

Visit our website for detailed total rewards information. https://www.hrgreen.com/careers/total-rewards/

Employee ownership opportunities
Traditional and Roth 401(k) plans with immediate employer-match vesting
Medical, dental, and vision coverage
Tuition reimbursement and professional development support
Paid parental leave
Two paid volunteer days each year
Flexible career paths and advancement opportunities
A collaborative culture that values innovation, teamwork, and professional growth

Pay

TBD

Schedule

Full-time, Monday–Friday