Administrative Assistant

ESP Associates has an immediate opening for an Administrative Assistant in our Fulshear, TX office. This role offers a great opportunity to support a dynamic and growing Engineering, Surveying and Planning firm!

Responsibilities:

CRM Input and Coordination

• Input client information and meeting notes into the CRM system
• Attend local business development meetings with managers to get updates on pursuits and timing, while updating the CRM in real time
• Serve as a go-to resource for CRM data entry and organization across the office

Proposals

• Create proposal folders and filing sections from various Geospatial Groups, assign proposal numbers, pull templates as needed, and finalize overall formatting of documents
• Track MSAs

Work Orders

• Provide work order numbers in sequence, prepare draft work orders with requested template section(s), and handle formatting/finalization of work orders
• Support Opportunity Close Out and Job Number Development
• Attach contracts to Unanet, set up project numbers, build "Won/Loss" records in Unanet, and coordinate with client project administrators on contracts

Supply Orders

• Coordinate UPS/FedEx delivery setup
• Help identify and order equipment needs for the office

Community Meeting Support

• Research and generate mailing lists from GIS parcel maps and prepare community meeting mailings (stuffing envelopes, labeling, mailing)

Expenses & Travel

• Assist with preparation of expense reports, schedule travel accommodations, and archive records
• Help troubleshoot timesheet issues in Excel

Administrative & Onboarding Support

• Assist with new hire onboarding
• Help maintain and organize internal documentation
• Support the team with presentation creation as needed

Qualifications:

• Prior CRM experience required (any platform); comfort learning and maintaining a CRM system is essential to this role
• Strong Excel skills required
• Experience building presentations (PowerPoint or similar)
• Canva or marketing experience a plus
• Engineering or AEC industry experience a plus
• Strong organizational skills and attention to detail
• Ability to work on-site in Fulshear, TX
• Candidate must be able to pass a drug screen, background check, and have a satisfactory driving record in accordance with the company's driving (MVR) policy.

Corporate Information:

ESP is a multi-discipline engineering design and consulting firm providing our clients with civil engineering, surveying, planning/landscape architecture, geosciences, environmental, subsurface utility engineering, and construction engineering inspection.

Through years of dedicated service to our clients, ESP has received a designation of 189 on the 2026 ENR Top 500 Design Firm rankings. For the firm's primary territory, the ENR Texas & Southeast Top Design Firms, ESP received a 2026 ranking of 53.

ESP offers an excellent employee benefits package including:

• Competitive compensation with yearly performance reviews and discretionary annual bonuses
• 401(k) (Traditional & Roth plans) with a guaranteed employer match of 100% up to the first 3% and 50% on the next 2% (eligibility after 60 days)
• PTO (Paid Time Off) & 10 Paid Holidays
• VTO (Volunteer Time Off) of 4 hours each year (prorated during first year based on hire date)
• Tiered Health, Vision & Dental Insurance Options (eligibility after 30 days)
• Behavioral Medicine through Teladoc
• Short-Term Disability Insurance (Employer paid)
• Long-Term Disability Insurance
• Life Insurance
• Pet Insurance
• Education Reimbursement Opportunities
• Flexible and Dependent Benefits Plan
• Referral Bonuses