Administrative Assistant & Office Coordinator

Job Description

Job Description

Administrative Assistant & Office Coordinator – Join the Wuest Group!

Wuest Group is growing, and we’re looking for a versatile teammate to join our Austin-based firm. If you’re a "jack-of-all-trades" who enjoys balancing professional office coordination with the hands-on hospitality needed to keep a workspace running smoothly, we want to hear from you.

The Role

The Administrative Assistant & Office Coordinator is a central point of support for our team and the primary steward of our office environment. This hybrid role requires someone who can pivot between technical civil engineering support and workspace support. We are looking for someone proactive who takes pride in ensuring our engineers have the clerical support they need while our office remains a welcoming, productive, and well-maintained space for the entire team.

Key Responsibilities

Office Coordination & Hospitality

• Maintain daily office and breakroom tidiness, including kitchen management (loading/unloading the dishwasher, managing weekly HEB orders).
• Coordinate company happy hours, team-building events, holiday parties, and preparations for onsite services.
• Handle professional local errands for the office, including dry cleaning, vehicle maintenance scheduling, and business returns.

Administrative & Civil Support

• Greet guests, manage phone lines, and oversee all incoming/outgoing mail, USPS certified mail, and courier deliveries.
• Monitor the City of Austin (COA) email inbox, distribute comments to the design team.
• Set up employee workstations and coordinate with our IT support team for new hires.
• Assist with project startup, perform preliminary due diligence research, and order critical documents like tax certificates or fire hydrant tests.
• Assist the Accounts Manager with light data entry, online fee payments, and bank deposit runs.

Requirements

• Outgoing, organized, and comfortable acting as a professional representative of the firm.
• Strong skills in the Microsoft 365 ecosystem (Outlook, Word, Excel).
• You are as comfortable with complex project filing as you are with office upkeep.
• Must have a valid driver’s license and reliable transportation for local errands.
• Bilingual (English/Spanish) skills are a plus but not required.

Compensation & Benefits

We offer a competitive salary commensurate with experience and licensure. Our comprehensive benefits package includes:

• Medical, vision and dental insurance.
• Life insurance and short-term disability.
• Paid holidays and generous paid time off (PTO).
• 401(k) matching
• Bonus based on performance

This is a full-time position onsite at our office located in the North Loop /Mueller area of Austin. Applicants must live in the Austin area and have reliable transportation.

Please note: Wuest Group does not accept resumes from search firms or agencies. Any resume submitted to a Wuest Group employee without a prior written agreement will be considered unsolicited and the property of Wuest Group.