Administrative Assistant

Company Description

Are you interested in working on some of the world’s most exciting projects, with some of the world’s leading businesses?

At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society. Every day we help our clients deliver ambitious and highly technical projects in over 118 offices and 47 countries worldwide.

At Turner & Townsend, we offer a wide variety of benefits to our staff to help them inside or outside of the work. We offer true work life balance, working from home arrangements, team events and much more. 

Job Description

Turner & Townsend is seeking an Administrative Assistant to provide administrative support for the office team in our Houston, Texas office. This role is ONSITE, in our Westchase office, 5 days/per week. 

• Receives and directs incoming calls and visitors to appropriate personnel and voicemail.
• Greets and announces clients, applicants, and visitors. 
• Issues passes and validates parking.
• Assists with scheduling and preparing meeting and conference rooms.  Coordinates setup of conference/meeting rooms. Arranges video and web conferencing as needed.
• Coordinates catering for meetings and events. May negotiate pricing and menus. 
• Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required.
• Uses tracking systems to record inbound and outbound courier, freight and mail.
• Meters mail.
• Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.
• Good computer skills (MS Office Suite).
• Basic account receivables & invoicing skills
• Document Control (filing, logging, uploading documents) assisting in PM reports preparation, assist in updating QA/QC manual & SOP’s.
• Orders office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc. 
• Maintains neat appearance reception area,  conference rooms café and other common areas.
• Requests building and housekeeping services as needed.
• Periodically inspects common area equipment to ensure good operating condition. 
• Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks their status.
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
• Establishes and maintains record keeping and filing systems.
• Performs other duties as assigned.

Qualifications

Qualifications

• High school diploma or general education degree (GED) and a minimum of two years of related experience and/or training.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Ability to effectively present information to an internal department and/or large groups of employees.
• Must be fluent in Spanish and English
• Ability to calculate simple figures such as percentages.
• Ability to understand and carry out general instructions in standard situations.
• Ability to solve problems in standard situations.
• Requires basic analytical skills.
• Intermediate skills with Microsoft Office Suite.
• Ability to work flexible work schedules based on office needs

Additional Information

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change. We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance.

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Turner & Townsend does not accept any speculative or unsolicited CV’s that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list. Any speculative or unsolicited CV’s will be treated as a direct applica