Schaumburg & Polk, Inc. (SPI) is seeking a dependable and organized Administrative Assistant to support our Houston office. This position is responsible for coordinating daily office operations, providing administrative and project support to office leadership and technical staff, and assisting with the preparation of marketing proposals and Statements of Qualifications (SOQs).

A key component of this role is the opportunity to develop proficiency in Adobe InDesign and become an active contributor to SPI's proposal production efforts. The successful candidate will also take ownership of office organization initiatives, including coordinating the cleanout and reorganization of existing office spaces, records, and storage areas.

We are looking for a dependable, resourceful self-starter who enjoys taking initiative, managing projects independently, learning new skills, and contributing to an efficient and professional office environment.

Key Responsibilities

Office Administration and Operations

• Serve as the primary point of contact for incoming phone calls, visitors, clients, and vendors.
• Coordinate office communications, scheduling, meetings, travel arrangements, and general administrative activities.
• Manage incoming and outgoing mail, deliveries, shipping, and office correspondence.
• Monitor office supplies, coordinate purchasing, and maintain organized common areas and shared resources.
• Coordinate routine office maintenance and communicate with building management and service providers.
• Provide administrative support to the Branch Office Manager, engineers, project managers, and other office personnel.

Marketing and Proposal Support

• Assist SPI's Marketing Department with preparing Statements of Qualifications (SOQs), proposals, and other business development materials.
• Format and assemble professional documents, including resumes, project descriptions, graphics, and supporting information.
• Learn and utilize Adobe InDesign and established company templates to support proposal production.
• Coordinate with Marketing, Business Development, and technical staff to collect information and meet submission deadlines.
• Review documents for formatting, consistency, completeness, and accuracy.
• Assume increasing responsibility for proposal preparation and production as skills and experience develop.

Office Organization and Common Area Maintenance

• Maintain a clean, organized, and professional appearance throughout the office, particularly in reception areas, conference rooms, breakrooms, and shared spaces.
• Perform routine light housekeeping duties in common areas, including maintaining breakroom supplies and keeping shared spaces tidy.
• Monitor common areas throughout the day and address housekeeping and organizational needs as they arise.
• Coordinate with cleaning services or building management for maintenance and cleaning needs beyond routine daily upkeep.
• Take ownership of office organization initiatives, including coordinating the cleanout, reorganization, and maintenance of offices, storage areas, and shared workspaces.

Project and Accounting Support

• Prepare, format, proofread, and organize reports, correspondence, spreadsheets, forms, and project documentation.
• Assist Project Managers with tracking project documentation, milestones, and administrative requirements.
• Support document quality control by reviewing materials for formatting, grammar, completeness, and consistency.
• Maintain digital and physical project files and assist with document archiving.
• Route vendor invoices, payment documentation, and other financial records to the appropriate Accounting personnel.
• Assist with preparation and distribution of project-related documents, contracts, and correspondence.

Internal Coordination and Employee Support

• Assist with new employee onboarding activities and office preparations.
• Coordinate internal meetings, training sessions, office lunches, and employee events.
• Communicate effectively with other SPI offices and departments to support company-wide administrative processes.
• Perform other administrative duties and special projects as assigned.