Position Summary

The Executive Assistant / Office Administrator reports to the General Manager and keeps the Austin office running. The role provides direct executive support to the CEO and administrative support to the Austin office team: calendars, travel, meetings, correspondence, and office operations, plus receipt management, mail handling, crew lodging, company-vehicle readiness, and vendor setup. This is a hands-on, in-office position that requires discretion, strong follow-through, and the ability to prioritize across the CEO's needs and the office team's requests.

Key Responsibilities

Executive Support

• Manage the CEO's calendar; schedule and confirm meetings, resolve conflicts, and protect time for priorities. Provide scheduling support to the Austin office team as needed.
• Book and manage travel for the CEO and Austin office team (flights, lodging, rental cars) and prepare itineraries; reconcile travel expenses in line with the Expense Policy.
• Prepare agendas, take and distribute meeting minutes, and track action items to completion for leadership and quarterly meetings.
• Draft, proofread, and format correspondence, memos, and presentations on behalf of the CEO and office team.
• Screen and route calls, email, and visitors; respond to routine requests and escalate the rest.
• Handle confidential matters — legal, financial, and client — with full discretion.

Office Administration

• Serve as first point of contact for the Austin office: greet visitors, manage deliveries, and maintain a professional, safe, and organized workspace.
• Order and track office supplies, kitchen supplies, and equipment within approved budgets; manage vendor relationships for office services (cleaning, utilities, internet, copier, building management).
• Maintain filing systems, document retention, and the shared SharePoint / OneDrive folders in line with company policy.
• Coordinate office logistics: lunches, team events, conference-room scheduling, mail, shipping, and notary or courier needs.
• Maintain the office equipment inventory and coordinate IT support tickets with the IT provider.

Receipts and Mail

• Collect, organize, and file receipts for company purchases and credit-card charges; match receipts to statements and chase missing receipts from cardholders.
• Submit organized receipt packets to accounting on the monthly close schedule.
• Manage the office mailbox and P.O. box: collect, open, sort, scan, and route incoming mail daily; log checks and time-sensitive notices and hand them to accounting or the General Manager the same day.
• Prepare and send outgoing mail, courier packages, and certified mailings; maintain postage and shipping supplies.

Crew Lodging, Vehicles, and Rentals

• Book and manage crew houses and short-term lodging for field crews; serve as primary contact with lodging hosts; track check-in and check-out dates, house rules, damage, and monthly costs.
• Keep the company vehicle clean, fueled, serviced, and ready; schedule maintenance and track registration and insurance cards in the vehicle.
• Coordinate equipment and truck rentals at the request of the Project Manager: gather quotes, confirm pickup and return dates, and track rental periods and returns. The Project Manager owns the rental and its approval.

Vendor Setup

• Collect W-9s and certificates of insurance from new vendors and subcontractors; confirm COIs meet company requirements and track expirations.
• Set up new vendors with Accounting and maintain the vendor compliance file.

Communications and Records

• Maintain contact lists, org charts, and the company calendar.
• Coordinate company-wide announcements and employee communications as directed.
• Keep standard templates, forms, and letterhead current and brand-correct.

Role Administration

• Direct reports: None.
• Day-to-day direction and performance management: General Manager. Executive support priorities set by the CEO.
• Spending authority: Office and supply purchases up to $500 per transaction within approved budgets. Crew lodging bookings up to $2,500 per transaction within the project lodging budget. Above those limits, General Manager approval. No invoice, payment, or purchase-order authority.
• Work location: Austin, TX office. Occasional local errands require a valid driver's license and reliable transportation; mileage reimbursed per policy.
• Timekeeping: Hourly, non-exempt. All hours recorded in the company timekeeping system; overtime only with prior approval.

Physical Requirements and Work Environment

Office environment; prolonged periods sitting at a desk and working on a computer. Occasionally lift and move items up to 25 pounds (supplies, packages, equipment). Occasional local travel by personal vehicle.

Measures of Success

• The CEO's calendar, travel, and meetings run without conflicts or missed commitments.
• Receipts are complete and submitted on schedule; incoming mail is routed the same day with no lost checks or missed notices.
• Office supplies, vendors, crew lodging, and the company vehicle stay within budget with no service interruptions or missed bookings.
• Office records, templates, and shared folders are current and brand-correct.
• Leadership and staff report timely, accurate, and professional support.

Employment Terms

This position is part-time, hourly, and non-exempt under the Fair Labor Standards Act. Employment with FacilityIG is at-will. This job description is not an exhaustive list of duties; responsibilities may change as business needs require. FacilityIG is an equal opportunity employer and will provide reasonable accommodations to qualified individuals with disabilities in accordance with the ADA.

Requirements

• Three or more years of experience as an executive assistant, office administrator, or office manager; construction, engineering, or field-services experience preferred.
• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive); experience with DocuSign or Procore a plus.
• Excellent written and verbal communication; strong attention to detail and proofreading skills.
• Proven ability to balance an executive's priorities with a team's day-to-day requests, meet deadlines, and work independently with minimal supervision.
• Demonstrated discretion with confidential information.
• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Valid driver's license, clean driving record, and ability to pass a background check.