Administrative Assistant

Administrative AssistantJoin our partner firm, KFM Engineering & Design, as an Administrative Assistant at our Austin office, where you'll play a key role in supporting our dynamic Survey team. In this position, you'll provide essential administrative and project coordination support across multiple functions—including assisting with proposals, project setups, timesheet tracking, invoice delivery, project control reporting (ETCs), and lien releases for projects.You'll work closely with the team to ensure smooth operations, timely documentation, and accurate reporting. If you're detail-oriented, organized, and eager to be a part of a growing engineering and design firm, we'd love to hear from you!The Perks!100% company-paid medical insurance and long/short-term disability coverage for employees.401(k) plan with a dollar-for-dollar match up to 6%.Generous paid time off (PTO) and company holidays.Opportunities to participate in company events.Opportunities for career advancement and professional development.Company OverviewKFM is a proud member of the HFW Companies network of partner firms. At KFM Engineering & Design, we bring together over 80 years of combined experience across more than 5,000 successful projects, establishing ourselves as Texas' premier civil engineering, design, and land use consulting firm. Our deep expertise and history of proven performance on complex projects make us the trusted partner for clients seeking innovative and efficient solutions.At the core of KFM's success is our unwavering commitment to exceeding expectations. We achieve this through exceptional communication, rigorous quality control, proactive project management, strong client relationships, and deadline-focused execution. Our team's unparalleled understanding of the development process ensures seamless project delivery, from concept to completion.Beyond engineering and design, KFM is dedicated to community engagement. We believe in giving back to the industry and supporting charitable organizations where we live and work, fostering a stronger, more sustainable future. This commitment is the foundation of our contributions to projects that are sustainable, community-driven, and highly successful for investors.With a legacy of excellence and a future-focused approach, KFM Engineering & Design continues to shape the landscape of Texas and beyond—one project at a time.Essential ResponsibilitiesSupport the Survey team with administrative tasks related to project execution.Assist with the preparation and formatting of proposals and project setup documentation.Track and organize timesheets for team members to ensure accurate reporting.Help facilitate customers invoice delivery and communicate with relevant stakeholders.Compile and update project control reports, including Estimates to Complete (ETCs).Prepare and manage lien releases and related documentation.Maintain organized records and files to support team efficiency and compliance.Communicate regularly with project managers and office leadership regarding administrative needs.Assisting management with ordering office suppliesCoordinate with accounting and operations teams for smooth project administration.Perform additional administrative duties as assigned.QualificationsHigh school diploma or GED required; Associate degree or administrative certification is a plus.2+ years of administrative experience in a professional office environment; A/E/C industry experience preferred.Strong organizational and time-management skills with a keen attention to detail.Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); experience with project management or accounting software is a plus.Excellent verbal and written communication skills.Ability to prioritize and manage multiple tasks in a fast-paced setting.Comfortable working independently and collaboratively within a team.Professionally managing confidential information.