Administrative Specialist

Join our team! Our mission is BUILDING COMMUNITIES. IMPROVING LIVES. With a history spanning over 110 years, HR Green has consistently delivered on this mission, establishing ourselves as a trusted partner for our colleagues, clients, and communities alike. Each day, we work to find solutions that inspire our employees and fit our clients' needs to build trust to exceed their expectations. As a leading player in the industry, we're proud to be ranked No. 170 on Engineering News Record's Top 500 Design Firms list in 2026. Our unwavering dedication to cultivating an exceptional workplace environment has earned us the distinguished honor of being recognized as a Great Place to Work.

Summary

We're looking for an Administrative Specialist who keeps things moving - someone who keeps the office running efficiently and manages key administrative responsibilities that support the team's success.

This role centers on supporting our Austin, Texas offices-welcoming visitors, preparing documents, assisting project teams, and keeping shared spaces organized and comfortable. This position is fully on site in our Austin office.

What You'll Do

• Serve as the first point of contact for visitors, deliveries, and staff inquiries, creating a welcoming and professional office environment.
• Support daily office operations including mail, shipping, scanning, printing, document preparation, ordering supplies, equipment maintenance, and shared-space organization.
• Coordinate office events, team gatherings, and small celebrations, both in the office and offsite.
• Provide administrative support to project managers including meeting minutes, formatting documents, bid tabs, and other administrative deliverables.
• Provide support to our Corporate Growth department with proposal printing, packaging and delivery.
• Set up conference rooms, coordinate meeting needs, and ensure common areas remain organized and equipped.
• Interface with and provide support to high-level personnel including calendaring, expense tracking, and travel arrangements.
• Assist with onboarding new employees including basic workstation setup.
• Route purchase requests, invoices, and receipts for approval.
• Support Site Leader by tracking site budget, assisting in determining budget requirements, and reconciling office credit card statement monthly.
• Keep organized documentation across spreadsheets and shared tools.

What You Bring

• 5+ years of administrative support experience.
• Strong attention to detail and comfort managing information in spreadsheets or tracking systems.
• Clear and confident communication skills when working with internal stakeholders and external vendors.
• Advanced skills in Microsoft Office 365 with the ability to learn new systems.
• A proactive, highly organized, and dependable approach to managing multiple tasks and deadlines with minimal supervision.
• Ability to work fully onsite Monday-Friday in our Austin office.

Why HR Green

Not only does HR Green provide you with a place to grow, thrive, and enjoy your work, but we are also dedicated to delivering a comprehensive and multi-faceted benefits package. Visit our website for detailed total rewards information.

• Employee ownership opportunities
• Traditional and Roth 401(k) plans with immediate employer-match vesting
• Medical, dental, and vision coverage
• Tuition reimbursement and professional development support
• Paid parental leave
• Two paid volunteer days each year
• Flexible career paths and advancement opportunities
• A collaborative culture that values innovation, teamwork, and professional growth

HR Green is proud to be an affirmative action/ equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other classification protected by applicable federal, state or local law.