Administrative Assistant / Receptionist

Houston, TX
Added: April 17, 2024

JOB TITLE: Business Administrative Assistant I

DISCIPLINE/MARKET/GROUP: Corporate Administration

Woolpert, Inc. is a cutting-edge national architecture, engineering and geospatial (AEG) firm that delivers value to clients by blending site and architectural design excellence with innovative technology and geospatial applications. Woolpert is certified as an Employer of Choice by Great Place To Work®. We believe great companies are built from exceptional people and amazing clients. Because of our growth, we are seeking an experienced Administrative Assitant in the Houston area.


Job Summary: This position is primarily responsible for performing various administrative roles to support

Firm operations.

Essential Functions: Performs general clerical duties (e.g. photocopying, faxing, mailing, and filing). Maintains company equipment (e.g. printer, fax machine, typewriter, postage machine, and copier). Creates and modifies documents using company adopted software. Produces drafts, reports, correspondence and forms as required. Maintains databases as directed. Maintains accurate and efficient filing system (electronic and paper). Maintains accurate and efficient record archival system including off-site archiving following company retention policy. Sorts incoming mail, faxes, and deliveries for distribution. Prepares and sends outgoing faxes, mail, and packages. Coordinates conference room reservations and in-house meetings including necessary equipment setup and food/beverage accommodations. Participates actively in

staff meetings and in-house training programs. Purchases office supplies, maintains inventory, and completes purchase orders following company processes. Assists/coordinates with supervisor and/or Director of Business Services on maintenance needs, moves, reconfigurations, space planning, and furniture needs of office facilities. Supports staff in

assigned projects. Coordinates firm-wide functions. Provides administrative support to firm-wide support groups and executive level staff as requested. Provides support for firm-wide initiatives as needed.

Reception: Answers incoming calls by the third ring in a professional and courteous manner. Directs phone inquiries to the appropriate staff member. Replies to general information requests with accurate information. Greets visitors to the organization in a professional and friendly manner. Assists visitors with sign in process including debrief to foreign nationals.


Required Qualifications:

  • Must have high school diploma or G.E.D and two (2) years of related experience.
  • Must be mentally and physically capable of performing all essential duties required of the position.
  • Must possess above average Microsoft Office suite skills.
  • Must be proficient with Adobe products, database management software/procedures and the Internet.
  • Must maintain positive working relationships with others, both internally and externally.
  • Must demonstrate excellent oral and written communication skills.
  • Must be able to anticipate, understand and respond to the needs of internal and external clients.
  • Must be able to work collaboratively and effectively with others to set goals, resolve problems, and make decisions

to enhance organization effectiveness.

  • Must demonstrate the ability to undertake self-directed tasks when necessary.
  • Must possess strong conflict resolution skills.
  • Must demonstrate excellent time management skills.
  • Must demonstrate excellent attention to detail.
  • Must demonstrate the capacity to prioritize by assessing situations to determine urgency.
  • Must be able to develop a work schedule, set goals, create/implement action plans and monitor progress towards


  • Must demonstrate the ability to make clear, timely decisions.
  • Must be able to work overtime as needed.
  • Must be able to travel occasionally.

Resulting Physical Qualifications:

  • Must be able to operate and manipulate standard office equipment.
  • Must be able to manipulate large volumes of files, open binders and drawers.
  • Must be able to sit for long periods of time.
  • Must be able to occasionally reach and bend.
  • Must be able to frequently lift and/or move 10 pounds and occasionally lift and/or move up to 40 pounds

Presenting Opportunities and Challenges at Every Turn...

As a firm that recognizes the importance of developing top talent from within, our employees have access to a wide range of training and coaching programs and are rewarded for their achievements through our excellent benefits package and competitive salaries.

Our vision:

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via-email, the internet or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.