Administrative Assistant

Schaumburg & Polk Inc. (SPI) is seeking a dependable and organized Administrative Assistant to support our Houston office.This position is responsible for coordinating daily office operations providing administrative and project support to office leadership and technical staff and assisting with the preparation of marketing proposals and Statements of Qualifications (SOQs).

A key component of this role is the opportunity to develop proficiency in Adobe InDesign and become an active contributor to SPIs proposal production efforts. The successful candidate will also take ownership of office organization initiatives including coordinating the cleanout and reorganization of existing office spaces records and storage areas.

We are looking for a dependable resourceful self-starter who enjoys taking initiative managing projects independently learning new skills and contributing to an efficient and professional office environment.

Office Administration and Operations

• Serve as the primary point of contact for incoming phone calls visitors clients and vendors.
• Coordinate office communications scheduling meetings travel arrangements and general administrative activities.
• Manage incoming and outgoing mail deliveries shipping and office correspondence.
• Monitor office supplies coordinate purchasing and maintain organized common areas and shared resources.
• Coordinate routine office maintenance and communicate with building management and service providers.
• Provide administrative support to the Branch Office Manager engineers project managers and other office personnel.

Marketing and Proposal Support

• Assist SPIs Marketing Department with preparing Statements of Qualifications (SOQs) proposals and other business development materials.
• Format and assemble professional documents including resumes project descriptions graphics and supporting information.
• Learn and utilize Adobe InDesign and established company templates to support proposal production.
• Coordinate with Marketing Business Development and technical staff to collect information and meet submission deadlines.
• Review documents for formatting consistency completeness and accuracy.
• Assume increasing responsibility for proposal preparation and production as skills and experience develop.

Office Organization and Common Area Maintenance

• Maintain a clean organized and professional appearance throughout the office particularly in reception areas conference rooms breakrooms and shared spaces.
• Perform routine light housekeeping duties in common areas including maintaining breakroom suppliesand keeping shared spaces tidy.
• Monitor common areas throughout the day and address housekeeping and organizational needs as they arise.
• Coordinate with cleaning services or building management for maintenance and cleaning needs beyond routine daily upkeep.
• Take ownership of office organization initiatives including coordinating the cleanout reorganization and maintenance of offices storage areas and shared workspaces.

Project and Accounting Support

• Prepare format proofread and organize reports correspondence spreadsheets forms and project documentation.
• Assist Project Managers with tracking project documentation milestones and administrative requirements.
• Support document quality control by reviewing materials for formatting grammar completeness and consistency.
• Maintain digital and physical project files and assist with document archiving.
• Route vendor invoices payment documentation and other financial records to the appropriate Accounting personnel.
• Assist with preparation and distribution of project-related documents contracts and correspondence.

Internal Coordination and Employee Support

• Assist with new employee onboarding activities and office preparations.
• Coordinate internal meetings training sessions office lunches and employee events.
• Communicate effectively with other SPI offices and departments to support company-wide administrative processes.
• Perform other administrative duties and special projects as assigned.