Administrative Assistant

Overview

Kimley-Horn is looking for an Administrative Assistant to join our team in Irving/Las Colinas, Texas! This is an in-office position.

Responsibilities

Office Administration and Operations:

Provide comprehensive administrative and operational support for the office, regional teams, project teams, and leadership

Maintain daily administrative logs, weekly status reports, employee information, office space requests, timesheet-related items, and other office records

Monitor and respond to email correspondence, maintain electronic and hard-copy files, and prepare and distribute documents

Coordinate office space assignments, employee moves, workstation changes, signage, and related workplace requestsMaintain office, production, breakroom, coffee, paper, toner, business card, professional stamp, and other supply inventories; place orders and restock as necessary

Facilities and Building Coordination:

Conduct routine facility check-ins and initiate, monitor, and troubleshoot service requests involving HVAC, plumbing, leaks, doors, walls, millwork, garages, restrooms, and other facility needs

Maintain breakrooms and production areas, including restocking supplies

Coordinate vendor service and repair activities involving coffee service, air fresheners, ice machines, sump pumps, HVAC, fire protection systems, laptops, printers, and plotters

Travel and Lodging Coordination:

Coordinate business travel arrangements, including airfare, lodging, and rental vehicles

Serve as a liaison with hotels for employee and client lodging, conference rooms, and off-site meetings and events

Expense and Financial Administration:

Review corporate card expenses, verify supporting documentation, and help ensure expenses and payments are processed by applicable deadlines

Prepare expense documentation, including spreadsheet data entry, receipts, mileage, tolls, and other supporting information

Enter, submit, revise, and prepare addendums for employee expense reports

Assist with recurring administrative reports, including accounts receivable, effort, job starts, profitability, and utilization reports

Project and Contract Administration:

Provide administrative support for contracts and related documents, including signatures, revision letters, required forms, certificates of insurance, and supporting documentation

Assist with letters to proceed, scopes of work, interoffice/service agreements, bid tabs, OPCC documentation, and Letters of Concurrence

Prepare and maintain comment-response letters and spreadsheets

Prepare Right of Entry correspondence, perform mail merges, and coordinate certified mailing

Coordinate signatures and execution of contracts, project documents, and plan sets

Provide notary services for authorized documents, contracts, signatures, and attestations

Document and Production Support:

Prepare, print, scan, copy, collate, bind, and distribute plan sets, project manuals, exhibits, workbooks, training materials, correspondence, reports, and other project documents

Produce and manage electronic PDF deliverables and large-format plots

Coordinate outsourced printing and production services with external and internal print providers

Perform mail merges and other high-volume document-production activities

Maintain copy and production rooms, including cleaning, organizing, restocking, and ordering supplies.

Mail, Shipping, and Deliveries:

Receive and distribute internal and external deliveries from couriers and common carriers

Coordinate outgoing shipments, courier services, postage, certified mail, and other mailing requirements

Monitor incoming mail and coordinate delivery of client checks to the appropriate processing location

Equipment and Technology Coordination:

Coordinate requests for laptop repairs, technology supplies, equipment inventory, and access to technology-related areas

Support printer and plotter operations by maintaining paper inventory, coordinating routine maintenance, and initiating repair requests

Coordinate access for authorized vendors supporting server-room, fire-protection, HVAC, and related services

Utilize Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Bluebeam, Acro Plot, and related applications to prepare and manage business and project documentation

Reporting, Quality, and Professional Support:

Prepare and maintain recurring monthly and bi-monthly administrative and operational reports

Participate in applicable administrative, business, culture, and expense-management training

Perform additional administrative, facilities, production, project-support, and office-management responsibilities as needed to support efficient office operations and client service

Qualifications

4+ years in a corporate/professional environment in an Administrative role

Strong verbal and written communication skills (grammar/proofreading)

Strong proficiency in MS Office Suite

Professional, organized, client-oriented, and deadline driven

Proven ability to maintain confidentiality

Able to anticipate needs and manage competing priorities

Positive team player with commitment to quality

Self-starter who can thrive in an environment where leaders often travel off site serving clients

Contract management and billing experience preferred

Graphics and PowerPoint skills preferred

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn

Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.

Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.

Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.

Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.

Professional Development: Tuition reimbursement and extensive internal training programs.

Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.