Overview
Office Administrator & Project Admin Jobs in Baton Rouge, LA at Hunt Guillot & Associates (HGA)
Title: Office Administrator & Project Admin
Company: Hunt Guillot & Associates (HGA)
Location: Baton Rouge, LA
Hunt, Guillot & Associates (HGA) is seeking an Administrative Assistant / Project Administrator for a direct-hire position supporting office operations and active project execution in the Baton Rouge, Louisiana office. This role provides administrative support to senior management, Project Managers, and the Relationship Manager, while also coordinating project documentation, reporting, and administrative activities. The Administrative Assistant / Project Administrator serves as a key point of contact for office administration, document control, and project coordination, requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities with minimal supervision.
Key Responsibilities
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Maintain a professional demeanor for a client-facing front desk role and serve as the first point of contact for visitors, including reception and coordination
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Manage office supplies, inventory, vendor services, and associated expense report processing
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Coordinate office operations and provide general administrative support
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Assist with office and project reporting and other administrative tasks
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Support business development efforts by preparing marketing materials and presentations, coordinating briefings and campaigns, and maintaining CRM data, opportunity tracking, and activity logs
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Maintain office calendars, schedules, and coordinate events
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Maintain a professional atmosphere in the office and all common areas, including conference rooms and the reception area
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Assist with organizing internal and external meetings and events, including occasional off-site participation
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Prepare, format, and finalize meeting agendas, minutes, and project documentation
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Create and manage reports, technical documents, and PowerPoint presentations for project and marketing purposes as needed
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Coordinate with Project Managers and Project Controls teams to prepare and distribute project status reports
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Coordinate document reviews, approvals, distribution, retrieval, and archiving of project documentation
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Serve as a liaison between project teams for document-related matters
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Train staff on document management tools and procedures as needed
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Provide administrative and document control support to project teams as required
Qualifications
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Minimum of one to five years of administrative or project support experience, with more senior or experienced candidates encouraged to apply
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Experience supporting budgeting, scheduling, tracking, and reporting within projects or programs
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Familiarity with project management and document control processes
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Ability to work independently and in team-oriented environments
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Customer service experience preferred
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Willingness to take ownership of assigned tasks with minimal supervision
Preferred Qualifications
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Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
- Experience working in a Microsoft Teams and Windows environment
- Prior experience in engineering, construction, or technical environments preferred
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Experience with document management systems preferred
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Experience with Deltek Vision or similar project tracking or CRM systems preferred
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Strong organizational and multitasking abilities with high attention to detail
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Ability to prioritize work and manage shifting deadlines in a fast-paced environment
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Excellent written and verbal communication skills
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Strong interpersonal and presentation skills
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Ability to manage time and tasks efficiently
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Problem-solving mindset with the ability to research project-related issues
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Willingness to learn and adapt to new tools and technologies
This role may require occasional attendance at project-related meetings, professional events, or business development functions outside the office
Equal Opportunity Employer/Veterans/Disabled
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