Manager Design & Construction Admin

About the Role

The Admin Manager provides leadership and oversight of the Design & Construction Department's office operations, ensuring effective delivery of administrative, secretarial, financial, security, and technology support services. This role supervises and coordinates administrative and operational functions, assigns and prioritizes work among clerical, financial, and general support staff, and ensures efficient departmental workflows. The position requires independent operation, regular public interaction, collaboration with internal and external stakeholders, and professional handling of complaints and confidential matters.

Responsibilities

• Oversee day-to-day administrative operations of the Design & Construction Department; develop, implement, and maintain office procedures, workflows, and administrative systems to support departmental operations and compliance requirements.
• Coordinate departmental correspondence, records management, document control, and filing systems in accordance with district policies and departmental standards.
• Manage administrative technology needs, including office systems, software tools, and data management processes.
• Serve as the primary administrative liaison between the department and internal district offices, external agencies, consultants, contractors, and the public.
• Support department leadership by facilitating communication, scheduling, and coordination with internal and external stakeholders; respond to inquiries from the public, district staff, and external partners.
• Coordinate departmental social media and public-facing communications in collaboration with department leadership and internal stakeholders to share timely information, promote initiatives, and highlight accomplishments.
• Oversee administrative and financial support activities, including purchasing support, invoice processing, expenditure tracking, and coordination with finance, contracts, and procurement staff.
• Assist departmental leadership with preparation of professional reports, summaries, presentations, and documentation for internal and external distribution.
• Supervise, assign, and prioritize work for clerical, financial, and general support staff to ensure effective coverage of departmental needs.
• Monitor workload distribution, performance standards, and deadlines; provide feedback and recommendations to department leadership.
• Assist with onboarding, scheduling, and coordination of administrative support resources.

Requirements

• High School diploma or GED; some college or trade school business training.
• Bachelor’s degree strongly preferred.
• Minimum of 8 years in office administration and office personnel supervision.
• Minimum of 4 years working in support of Design, Project Management, and/or Construction activities (preferred).
• Successful office management and/or executive secretary experience.
• Excellent computer skills with experience in providing technology support.
• Proficiency in general office skills such as filing, data entry, and budget preparation.
• Ability to generate complex reports from records and create flowcharts, graphics, and systems to facilitate smooth operations.
• Extensive knowledge of administrative office procedures, practices, equipment, and office terminology.
• Excellent organizational, communication, and interpersonal skills; ability to work effectively with diverse stakeholders.

Working Conditions

The work environment includes classrooms, offices, workstations, and meeting rooms. The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying items weighing less than 40 pounds. The employee must regularly use hands to handle objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities include close vision, color vision, and the ability to adjust focus.

Work involves everyday risks and discomforts requiring normal safety precautions. The role may require prolonged or irregular hours and the ability to maintain emotional control under stress. The work is performed in an open office area subject to frequent interruptions and may involve contact with disruptive or angry staff and community members. Facilitating efficient building operations can be stressful due to high workload volume.

Location: Missouri City, Texas.