Project/Office Administrator Job Listing at Tetra Tech in Houston, TX (Job ID 45148)

Description

Discover your full potential. At Tetra Tech, we collaborate with industry-leading experts for a sustainable future for our world. We combine consulting and engineering with advanced analytics and technology to solve the world's most complex challenges. Our global innovation hubs will enable you to share ideas and best practices while growing your professional network. Wherever you are in your career journey, you will benefit from working with world-class engineers, scientists, and technical specialists.

Apply today and join the company that is Leading with Science®

The Project/Office Administrator will be trusted to provide efficient, accurate, and reliable support to the Project Administrators and the Project Controls Director as needed. Qualified candidates will have relevant experience in the architect/engineering consultant industry, strong excel and word processing experience and will be prepared to step in quickly to assist Project Administrator and Project Controls Leader. This position offers growth opportunity for succession planning for current Project Administrators.

Your Role:

This role involves managing a variety of front-office duties and supporting administrative functions, including:

Welcoming guests and vendors, managing office reservations for visiting employees, and handling deliveries.

Keeping the front reception area clean and presentable, including setting up seasonal decorations.

Maintaining conference rooms, ensuring they're clean and ready for meetings, and managing sign-in/sign-out logs.

Organizing office events such as "Lunch Bunches" by sending invitations, collecting RSVPs, ordering food, and handling payments.

Managing daily mail distribution, coding checks, and sending them to the Tetra Tech PO Box.

Maintaining the IEW Functions calendar by getting approvals, coordinating payments, and tracking all office functions.

Managing association memberships and tracking renewals.

Assisting with handling and organizing Insurance Certificates for infrastructure projects.

Planning quarterly birthday celebrations and office events.

Ordering office and kitchen supplies, restocking, and keeping common areas tidy.

Handling building requisitions, managing security cards and guest passes, and backing up the Houston safety officer.

Assisting with client collections, project review documentation, and manager expense reports.

Supporting any special administrative, project controls, or accounting projects as needed.

Other Responsibilities:

Once established, the Administrative Specialist will also assist with:

• Office Management: Helping with meeting coordination, calendar management, and office supplies.
• Opportunity Logs and Updates: Maintaining and updating logs for ongoing projects.
• Project Reviews: Supporting project reviews by gathering cost components and resolving issues.
• Client Meeting Minutes & Project Controls: Preparing meeting minutes and assisting with cost reporting.
• Contract and Subcontract Processing: Assisting with contract and subcontract administration, ensuring proper documentation, approvals, and filing.
• Teamwork: Collaborating with various teams, serving as backup for Project Assistants when necessary.
• Safety: Complying with Health, Safety, & Environmental (HSE) policies and participating in safety training initiatives.
• This role will also assist in succession planning for current Project Administrators and provide support to the Texas Infrastructure Team by coordinating meetings and managing project documentation.

Qualifications:

• Minimum 3 years of experience in project assistance and/or contract administration, preferably within the engineering industry.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
• Must be organized, resourceful, and a reliable team player, with strong problem-solving skills, high attention to detail, and a commitment to accuracy. Self-initiative to follow through on tasks is essential.
• Excellent communication skills (both verbal and written) are required, along with strong interpersonal skills to interact with diverse personalities. A pleasant disposition and a great attitude are key.
• Ability to multi-task and prioritize conflicting demands in a deadline-driven and sometimes high-pressure environment. This is an interactive position, so maintaining a positive, calm, and professional attitude while engaging with staff and clients is crucial.
• Demonstrates integrity and discretion when handling confidential information and professionalism when working with leadership.
• Punctuality and reliability are a must.
• This is an in-office position based in Houston, Texas (Energy Corridor).

About Tetra Tech:

Tetra Tech combines the resources of a global, multibillion-dollar company with local, client-focused delivery in more than 550 locations around the world. Our reputation rests on the technical expertise and dedication of our employees — 27,000 associates working together to provide smart, scalable solutions for challenging projects. We are proud to be home to leading technical experts in water, environment, infrastructure, resource management, energy, and international development. 

Tetra Tech offers comprehensive benefit options that allow employees to design a plan based on individual needs and assist in planning for long-term financial security. Available benefits include health insurance, term life, disability, accidental death & dismemberment coverage, time off with pay (TOWP), 401k, and an Employee Stock Purchase Plan.  

At Tetra Tech, health and safety play a vital role in our success. Tetra Tech's employees work together to comply with all applicable health & safety practices and protocols, including health orders and regulations related to COVID-19 that are mandated by local, state, and federal authorities. 

Explore our open positions at https://www.tetratech.com/careers. Follow us on social media to learn more about our people, culture, and opportunities: 

• LinkedIn: @TetraTechCareers  

• Twitter: @TetraTechJobs  

• Facebook: @TetraTechCareers 

Tetra Tech is proud to be an Equal Opportunity Employer. Diversity, inclusion, and equity are among Tetra Tech's core values. Throughout our history, the company has prioritized the equitable inclusion of all people. All qualified candidates will be considered without regard to race, color, religion, national origin, military or veteran status, gender, age, disabilities, sexual orientation, gender identity, pregnancy and pregnancy-related conditions, genetic information, and any other characteristics protected by the law. We invite resumes from all interested parties. Please visit our website at www.tetratech.com to see the array of diverse services and exciting projects we are currently working on. 

Tetra Tech is a VEVRAA federal contractor, and we request priority referral of veterans for available positions. 

We thank all applicants for their interest, however, only those candidates selected for interviews will be contacted. Please no phone calls or agencies. 

• Organization: 200 IEW