Administrative Coordinator I or II

About the role

Raba Kistner is seeking a detail-oriented, dependable Administrative Coordinator I or II to join our Consultants team in Houston, TX. The Administrative Coordinator is primarily responsible for all business administrative & secretarial needs within the organization.

Responsibilities

• Assisting management with billing and collection of accounts receivables
• Providing administrative support for the department managers and employees
• Typing/word processing geotechnical (Geotech) & construction materials testing (CoMET) proposals, reports, and other correspondences in accordance with the current RKCI format
• Assisting with managing human resource policies
• Interfacing with other RK offices/Business groups as necessary to accomplish the duties described herein
• Copying/collating/binding reports in accordance with the current RKCI guidelines
• Answering the telephone as required, when receptionist is unavailable to do so
• Working with unit/department leader and staff in support of the policies, goals and objectives established by the Chief Executive Officer and the Board of Directors
• Demonstrating considerable initiative, independent judgment, and discretion
• Maintaining the security of confidential information
• Assisting in proposal preparation with the full understanding of the importance of producing a "winning" proposal; responsible for the non-technical portions of the proposal
• Working closely with professional staff to ensure timely submittal so that all sections are completed sufficiently ahead of schedule to permit a thorough quality check
• Ensuring accuracy when entering proposals and setting up projects into RKCI intranet
• Organizing and maintaining proposal/project files, logs, and reports
• Maintaining and distributing designated reports as determined by project managers
• Demonstrating a high level of competence with the ability to apply skills and knowledge to practical problems on a daily basis
• Maintaining a close and highly responsive relationship to the Department Manager, Business Manager and other office leadership, working fairly, independently, and receiving a minimum of detailed supervision and guidance
• Performing routine clerical duties as necessary (copying, scanning, faxing, filing, collating, binding, shipping, etc.)
• Assisting in maintaining accurate and updated file of master job sheets, cross-reference files, and client list
• Maintaining a list of project files in mini-storage
• Assisting in maintaining the proper flow of workload; setting priorities and ensuring deadlines are met
• Assisting with collection of accounts receivables
• Interfacing with RKCI accounts payable staff in routing subcontractors/vendor invoices and assisting in updating approved subcontractor list
• Assisting with management of all project invoicing, as well as purchase orders for external project related and/or office related vendors
• Understanding, reviewing, and making corrections (if necessary) to Client prebills to ensure accurate invoicing
• Maintaining billing level at 35 percent
• Screening and directing incoming telephone calls in a professional and courteous manner
• Understanding, adhering, and participating in the Raba Kistner Health & Safety and BBS Programs
• Performing other duties as assigned

Qualifications

• High School Diploma or GED required
• Minimum of one (1) year of business and secretarial experience in a professional, fast-paced environment and post high school studies related to business and/or administrative support preferred (Administrative Coordinator I)
• Minimum of three (3) years of related business and secretarial experience in a professional, fast-paced environment and post high school studies related to business and/or administrative support (Administrative Coordinator II)
• Good oral and written communications skills and 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 60wpm
• Able to demonstrate strong math skills and familiarity with accounting principles/systems
• Must be self-motivated with good attendance record and be a true team player

Physical requirements

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