Office Administrator Real Estate Construction

Turner & Townsend is seeking an Administrative Assistant to provide highlevel administrative and operational support to the Senior Vice President (SVP) of the SouthCentral Region with primary focus on the Houston Real Estate (RE) leadership team and the Houston office. 

The SVP oversees all aspects of management development and governance for the Houston RE Cost Center and associated projects across the SouthCentral region. As the business continues to grow this role is critical to ensuring effective daytoday operations seamless executive support and a positive inoffice experience. 

This position combines Office Administration and Workplace Operations Support. The Administrative Assistant serves as a primary point of contact for internal and external communications coordinates events and special initiatives and supports leadership staff and visitors. The role requires sound judgment discretion independence and the ability to manage competing priorities in a fastpaced environment. 

This is a high-pace large office with employees local in Houston across Texas and job-site based in surrounding states. Best suited candidates will have experience with larger office environments (circa 200 people). With the number of requests volume of daily activity this will prove to be a challenging and fun role! 

Key Objectives: 

• Anticipate needs resolve issues proactively and prioritize tasks to support the SVP and Houston Cost Center leadership in managing workload and achieving objectives. 

• Build and maintain positive collaborative working relationships across all levels of the organization. 

Executive & Leadership Support Responsibilities: 

• Serve as a trusted administrative partner to the SVP and Houston RE leadership team. 

• Schedule and coordinate internal and external meetings conference calls and video conferences across multiple time zones. 

• Prepare and distribute meeting agendas; attend leadership meetings and capture minutes and action items as required. 

• Maintain action trackers and follow up regularly with responsible parties to ensure timely completion. 

• Manage travel arrangements for international new hires and internal transfers including flights hotels and ground transportation. 

• Maintain prioritized todo lists and track ongoing commitments. 

Houston Office Administrative Responsibilities: 

• Maintain a regular onsite presence in the Houston office (typically four days per week) with one agreedupon flex day based on business needs. 

• Ensure a consistent office presence during newhire first days and when clients or visitors are on site. 

• Provide comprehensive onboarding support for new hires including firstday welcome introductions badge creation office tours and safety orientation. 

• Manage incoming calls directed to the companyprovided office cell phone. 

• Support Houston office operations and provide adhoc assistance to the Dallas Cost Center as needed. 

• Plan and coordinate leadership meetings quarterly town halls office events teambuilding activities leadership socials holiday events happy hours executive visits meals and offsite meetings. 

• Manage internal office communications and respond to daily officerelated inquiries. 

• Oversee document management for SouthCentral region files including confidential materials ensuring appropriate organization and document control. 

• Manage office subscriptions publications and memberships. 

• Conduct regular inventory of office supplies snacks and beverages; maintain reorder lists and coordinate procurement. 

• Restock kitchen supplies and coordinate weekly office milk and fruit orders. 

• Monitor and uphold meeting room etiquette and readiness. 

• Coordinate food and beverage orders for meetings and office events. 

• Sort and distribute incoming mail; manage outgoing shipments via FedEx.  

Onboarding Compliance CSR & Special Projects: 

• Support the Houston RE Onboarding Champion including preparation and distribution of newhire welcome letters. 

• Contribute content to the SouthCentral regional newsletter. 

• Support annual internal and external audit preparation. 

• Assist the NAM HSE Manager in maintaining HSE compliance for the Houston RE Cost Center. 

• Recommend and help implement improvements to office processes workflows and best practices. 

Additional Tasks and Responsibilities: 

• Maintain and update the office event calendar coordinating with CR Bridge and Lunch & Learn teams. 

• Vendor management set up and support the Shared Services Center with vendor payments.  

• Maintain and keep up to date purchase order tracker. 

• Procurement for office stationery apparel and corporate swag.  

• Represent as Brand champion for the Houston office.  

• Complete required system and compliance training (D365 SSC SOX compliance). 

• Monitor and restock First Aid kits and complete monthly reporting via the Premedics system. 

• Opportunity to obtain First Aid/CPR/AED certification and complete Houston highrise fire warden training. 

• Opportunity to become a commissioned Notary Public. 

Qualifications :

Please note: Additional duties may be assigned that are not listed in this job description. 

Skills & Capabilities Required: 

• 5 years of progressive administrative office management or executive support experience including support of senior leaders. 

• College degree preferred; equivalent experience will be considered. 

• Demonstrated ability to work with senior leaders and handle confidential information with discretion. 

• Strong interpersonal skills with the ability to build relationships across all organizational levels. 

• Proven experience working in a fastpaced dynamic and demanding environment. 

• Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint). 

• Strong problemsolving skills with a proactive solutionsoriented mindset. 

• Excellent written and verbal communication skills with high attention to detail and accuracy. 

• Highly organized selfmotivated and able to work independently. 

• Ability to perform receptionist and frontdesk duties as needed. 

• Flexible adaptable and comfortable managing changing priorities. 

Software Platforms and Technology: 

• Microsoft Office Suite (Word Excel Outlook PowerPoint D365 Copilot) 

• Microsoft Teams and video conferencing platforms 

• SAP Concur (preferred) 

• SharePoint 

• Microsoft Power BI (preferred) 

• Willingness to learn and utilize internal Turner & Townsend systems 

Additional Information :

Our salary is $65000- $70000 max. Ranges are determined by role and level and represent a good faith. Please note Turner & Townsend reserves the right to pay more or less than the posted range depending on candidates experience and qualifications. 

*On-site presence and requirements may change depending on our clients needs.

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.

Please find out more about us at  & Townsend does not accept any speculative or unsolicited CVs that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list or that have not followed due process. Any speculative or unsolicited CVs will be treated as a direct application.

All your information will be kept confidential according to EEO guidelines.

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review. 

Remote Work :

No

Employment Type :

Full-time