RABA KISTNER, INC.

Administrative Coordinator

US-TX-San Antonio
2 weeks ago
Job ID
SAN0017/17
# Positions
1
Type
Regular Full-Time

Overview

The Administrative Coordinator is primarily responsible for all business administrative & secretarial needs within the assigned department.  These duties include, but are not limited to: (1) assisting with management of billing and collection of accounts receivables; (2) providing administrative support for the department manager and employees (3) typing/word processing Forensics proposals, reports and other correspondence in accordance with the current R-K format; (4) assisting with managing human resource policies; (5) interfacing with other RK offices/Business groups as necessary to accomplish the duties described herein; (6) copying/collating/binding reports in accordance with the current R-K guidelines; and (7) answering the telephone as required, when receptionist is unavailable to do so.

 

Responsibilities

  • Work 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 by performing the following duties personally or through subordinate staff members
  • Serve as the administrative coordinator of the Forensics group and assisting the CoMET and Building Envelope Groups as necessary. Work involves performing a variety of administrative duties requiring the exercise of considerable initiative, independent judgment and discretion. Maintain the security of confidential information
  • Perform all typing/word processing duties (reports, correspondence, etc.) in a neat and professional manner, proofing for grammatical correctness, typing and spelling errors and ensuring compliance with company formats
  • Assist in proposal preparation with the full understanding of the importance of producing a "winning" proposal. Responsible for the non-technical portions of the proposal. Work closely with professional staff to ensure timely submittal so that all sections are completed sufficiently ahead of schedule to permit a thorough quality check
  • Maintain Project proposal setup & logs and ensure that all project reports are submitted
  • Maintain and distribute designated reports as determined by project managers
  • Demonstrate a high level of competence with the ability to apply skills and knowledge to practical problems on a daily basis. Have high level of skills and professionalism and the ability to deal with clients and staff effectively in support of project & business development activities
  • Maintain a close and highly responsive relationship to the Department Manager, and Business Manager and other office leadership, working fairly, independently, and receiving a minimum of detailed supervision and guidance
  • Perform routine clerical duties as necessary for the Forensics group (e.g., copying, scanning, faxing, filing, collating, binding, shipping, etc.)
  • Assist in maintaining accurate and updated file of master job sheets, cross-reference files, and client list. Maintain a list of project files in mini-storage
  • Assist in maintaining the proper flow of workload. Set priorities & ensure deadlines are met
  • Assist with collection of accounts receivables, interface with RK accounts payable staff and assist in updating approved subcontractor list
  • Assist with management of all project invoicing, as well as purchase orders for external project related and/or office related vendors
  • Maintain billing level at 40 percent
  • Screen and direct incoming telephone calls in a professional and courteous manner
  • Receptionist back up as needed
  • Understand, adhere and participate in the Raba Kistner Health and Safety and BBS Programs and set a good safety example
  • Other duties as assigned by Direct Report

Qualifications

  • Must be a high school graduate with a minimum of eight years of business and secretarial experience in a professional, fast-paced environment. Post high school studies related to business and/or administrative support preferred.   (2)          Must be proficient (advanced level) using Microsoft Office (Word, Excel, Access and Outlook). Minimum typing speed of 70 wpm
  • Must have ability to effectively interact with various levels of management personnel within the organization
  • Must be able to work efficiently, handling multiple tasks simultaneously
  • Must be able to spell accurately and demonstrate correct usage of grammar
  • Must have strong written and verbal communication skills, exceptional organizational skills and consistent follow-through skills. Excellent listening and judgment skills are necessary
  • Must have strong math skills, and familiarity with accounting principles/systems
  • Must always present a professional appearance to best represent the firm
  • Ability to comply with all attendance requirements as noted in most current edition of Corporate Policy Manual
  • Must be able to work overtime when needed or as requested by supervisor
  • Must be a true team player
  • Ability to drive company vehicle, manage and complete all assigned jobs, efficiently and on time

WORKING CONDITIONS:

  • Works in normal office environment.

Must pass a drug test prior to employment and will be subject to post-accident, random, and reasonable cause testing during employment.

Raba Kistner supports a diverse workforce and is an Equal Opportunity Employer who does not discriminate against individuals on the basis of race, gender, color, religion, national origin, age, sexual orientation, gender identity, disability, veteran status or other classification protected by law. Drug Free Workplace.   Females and minorities are encouraged to apply.

HR Contact:  Mary Clark 210-694-3625

www.facebook.com/RabaKistner/

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