Office Assistant (In-Person, Part-Time)

About the role

We are seeking a part-time (~20 hours/week) administrative professional to be our San Antonio Office Assistant. This position is 100% in-person as you will need to be present to conduct administrative support to the staff and office management tasks, as well as to contribute to office culture. Up to 20 hours/week is anticipated and the schedule is flexible; the time of day worked is dependent on the candidate’s availability (e.g., Monday–Friday 9:00 am–1:00 pm). This position is ideal for someone looking for long-term, part-time work as it is not anticipated to transition to full-time.

Responsibilities

Collaborative Teammate: You will work as part of a cross-office, cross-discipline team of both administrative staff and professional services/technical staff. The technical staff provide consultation to private non-profit, public agencies, and private sector clients throughout the nation on projects that enhance community livability, support revitalization, and connect people with nature and culture. The administrative staff support our offices, business overall, and technical teams.

Office Assistant Duties: As the Office Assistant, you will be a primary resource to the San Antonio staff in addition to coordinating with other administrative staff, office leadership, and our headquarters (“Business Office”). You will be responsible for miscellaneous office support and organization, including but not limited to:

• General administrative functions: Assist the Principal and local team in managing daily administrative office functions (e.g., receiving guests/mail/phones/supplies orders/printing) and coordinate vendors for on-site janitorial and other building maintenance. Serve as primary contact for office staff for general administrative/office questions.
• Timesheet review: Review, make edits to, and approve staff timesheet entries.
• Calendaring/events: Coordinate/manage office calendar, time off requests, and plan and execute office culture events.
• Data entry: Complete various data entry tasks, including entries and updates to Deltek Resource Planning in coordination with Project Managers.
• Expense report entries: Collect and verify expense receipts from staff, enter expenses into Deltek, submit expense report and backup to the Business Office for payment.
• Back-up project admin duties: Provide backup project administration duties, including contract signature facilitation, filling out forms, project meeting coordination, or making travel arrangements.

Qualifications

• At least a high school diploma or GED.
• Willing and able to work in-person at least three days/week and up to five days.
• At least 5 years of relevant experience in general office administration including reception, mailing, organization, cleanliness, team-building and events, tracking and completing general admin tasks.
• Excellent written and verbal communication skills for internal team coordination.
• Ability to prioritize multiple tasks with competing deadlines.
• Professional and approachable demeanor, positive attitude, and a sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and in a timely manner.
• Trainable/coachable, can accept feedback, and is a proactive, organized, efficient, and adaptable teammate who can work under deadlines and is willing to pitch in to help others.
• Software proficiency in Word and Excel (required). Experience using any accounting software, Deltek Vision/Vantage Point, or Google Suite is a plus.
• Must be legally authorized to work in the US without employer sponsorship (this position is not eligible for Visa sponsorship now or in the future).
• Candidates may be required to take a skills assessment in general administrative tasks.

Benefits

Part-time employees are not eligible for benefits but will accrue sick time.

• Flexible work schedule
• Rewarding work environment
• Creative atmosphere

Pay

The pay range for this position is $30–38/hour, depending on skills and experience.

Schedule

Part-time, approximately 20 hours per week. Schedule is flexible; the time of day worked depends on the candidate’s availability (e.g., Monday–Friday 9:00 am–1:00 pm). Must be willing and able to work in-person at least three days per week and up to five days per week.