Administrative Assistant & Receptionist - HFW Companies

Administrative Assistant & Receptionist

Location: Houston, TX

Position Overview
Kuo & Associates (KUO) are seeking a motivated and detail-oriented individual to join our team as an Entry-Level Office Administrative Assistant & Office Receptionist. This role is pivotal in ensuring smooth daily operations of our office while providing excellent customer service to clients and visitors. The ideal candidate will be organized, proactive, and capable of handling various administrative tasks efficiently.

The Perks! Competitive salary based on experience and qualifications. Benefits include medical, dental, vision and retirement savings options, paid time off and holidays and opportunities for professional development and growth within the company.

Company Overview
Since its inception in 1985 Kuo & Associates (KUO) has grown from a small group to an esteemed local civil engineering and surveying firm dedicated to serving the rapidly growing Greater Houston region of Texas with exceptional and timely services. As a HFW Companies (ranked No. 242 om ENR Top 500 with 500+ employees) Partner firm since March 2024, KUO is proud to be a part of a national network of leading consulting firms in the architecture and engineering industry that have come together under The HFW Companies to revolutionize collaborative infrastructure design. This partnership allows us to access a wealth of diverse expertise, innovation, and resources to better serve our clients on a national scale.

From designing water distribution and transmission systems to innovative stormwater management solutions, our engineers and surveyors are at the forefront of creating a more resilient and sustainable built environment. Our engineers focus primarily on improving public infrastructure with designing roads, water & wastewater line, park and school site developments, traffic control systems, etc. while our survey team leverages cutting-edge technology and expertise to pave the way for new developments.

Join us on this exhilarating journey of creativity, innovation, and transformation as we continue to push the boundaries of engineering excellence and make a lasting impact on the world around us. Together, we are building the future, one bold idea at a time.

1. Follow us on LinkedIn -> Kuo & Associates
2. Learn more about us -> Kuo & Associates

Key Responsibilities:

1. Reception Duties:

• Greet and welcome visitors in a professional and friendly manner.
• Answer direct phone calls and take messages promptly and accurately.
• Manage incoming and outgoing mail and deliveries.
• Maintain a tidy and presentable reception/meeting area.

Administrative Support:

• Assist with scheduling and coordinating meetings and appointments.
• Prepare and distribute correspondence, memos, letters, and forms.
• Maintain office supplies inventory by checking stock and ordering items.
• Assist with updating and maintaining office policies and procedures.
• Assist in the preparation of reports and presentations
• Organize office work related travel arrangements for the office personnel
• Carry out other routine administrative tasks such as typing, copying, binding, scanning, etc.
• Handle sensitive information in a confidential manner

Data Entry and Record Keeping:

• Input and update information into databases and spreadsheets.
• Organize and maintain paper and electronic files.

General Office Support:

• Monitor and maintain office equipment (printers, plotters, etc.) including coordination for repair and services and supplies.
• Handle requests and queries from the leadership, senior management and key staff
• Make coffees with follow up cleaning and maintain the kitchen area
• Assist in the organization of office events, meetings, conferences
• Assist to manage and post company contents on the company social media accounts (Linked In, Facebook, Instagram, etc. as applicable)
• Perform other relevant duties as needed

Skills and Qualifications:

• High school diploma or equivalent; associate's degree or relevant certification is a plus.
• Experience in an administrative, Office Assistant or receptionist role is preferred but not required.
• Proficiency in typing
• Adequate Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook). Knowledge and proficiency in office management software is a plus.
• Organizational and time management skills.
• Verbal and written communication abilities
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and problem-solving skills.
• Professional demeanor and customer-focused attitude.

Working Conditions:

• Full-time position (40 hours per week), Monday to Friday.
• Office-based role with occasional flexibility for additional hours or tasks as needed.
• Fast-paced environment requiring adaptability and teamwork.

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