Administrative Coordinator

About the Company

Raba Kistner, Inc. is a premier engineering consulting and program management firm. Our purpose is to build a better and more sustainable world for our employees, their families, our clients, and the communities we serve. Our core values are:

• Community – “We care for our communities”
• Integrity – “We act with integrity”
• Passion – “We infuse passion into everything we do”
• Quality – “We believe quality comes from a culture of innovation and continuous improvement”
• Growth – “We dedicate ourselves to personal and business growth”

Responsibilities

• Assist management with billing and collection of accounts receivables.
• Provide administrative support for department managers and employees.
• Type/word process geotechnical (Geotech) & construction materials testing (CoMET) proposals, reports, and other correspondences in accordance with the current RKCI format.
• Assist with managing human resource policies.
• Interface with other RK offices/business groups as necessary to accomplish duties.
• Copy, collate, and bind reports in accordance with current RKCI guidelines.
• Answer the telephone as required when the receptionist is unavailable.
• Work with unit/department leader and staff to support policies, goals, and objectives established by the CEO and Board of Directors.
• Demonstrate initiative, independent judgment, and discretion.
• Maintain the security of confidential information.
• Assist in proposal preparation, focusing on non-technical portions to produce a "winning" proposal.
• Work closely with professional staff to ensure timely proposal submittal and thorough quality checks.
• Ensure accuracy when entering proposals and setting up projects into the RKCI intranet.
• Organize and maintain proposal/project files, logs, and reports.
• Maintain and distribute designated reports as determined by project managers.
• Demonstrate a high level of competence in applying skills and knowledge to practical problems daily.
• Maintain a close and responsive relationship with the Department Manager, Business Manager, and other office leadership.
• Perform routine clerical duties (copying, scanning, faxing, filing, collating, binding, shipping).
• Maintain accurate and updated files of master job sheets, cross-reference files, and client lists.
• Maintain a list of project files in mini-storage.
• Assist in maintaining the proper flow of workload, set priorities, and ensure deadlines are met.
• Assist with the collection of accounts receivables and interface with RKCI accounts payable staff.
• Assist in updating the approved subcontractor list.
• Manage all project invoicing and purchase orders for external project-related and office-related vendors.
• Review and correct client prebills to ensure accurate invoicing.
• Maintain billing level at 35 percent.
• Screen and direct incoming telephone calls professionally and courteously.
• Understand, adhere to, and participate in the Raba Kistner Health & Safety and BBS Programs.
• Perform other duties as assigned.

Requirements

• High School Diploma or GED required.
• Minimum of one (1) year of business and secretarial experience in a professional, fast-paced environment.
• Post-high school studies related to business and/or administrative support preferred.
• Good oral and written communication skills.
• Ability to work in teams at different levels within the organization.
• Proficient in Microsoft Office (Word, Excel, Access, and Outlook) with a minimum typing speed of 60 wpm.
• Strong math skills and familiarity with accounting principles/systems.
• Self-motivated with a good attendance record and a true team player.

Physical Requirements

• Regularly required to sit, stand, walk, stoop, crouch, stop, and talk.
• Required to lift and/or move up to 25 pounds.
• Frequently required to use hands and reach.
• Specific vision abilities required include close vision.
• The noise level in the work environment is usually quiet (e.g., library, private office).
• Position may require protracted or irregular hours; flexibility to work irregular hours is necessary due to client needs.