RABA KISTNER, INC.

  • Senior Administrative Coordinator

    Location US-TX-Austin
    Posted Date 3 weeks ago(7/31/2018 3:23 PM)
    Job ID
    RKI0028/18
    # Positions
    1
    Category
    Administrative/Clerical
    Type
    Regular Full-Time
    Recruiter : Full Name: First Last
    Mary Clark
    Recruiter 2 : Full Name: First Last
    TEYHONES LUNDY
  • Overview

    Under limited direction performs advanced financial, clerical and administrative office support related activities. This position is responsible for the coordination and quality of work produced by other administrative staff. Work is performed with considerable latitude for use of initiative and independent judgment and primarily involves confidential and sensitive correspondence and communications.

    Responsibilities

    • Serves as the Senior Administrative Coordinator for the local business management staff
    • Successfully interacts with internal/external clients to establish subcontracts, procurement of services and performs daily, weekly and monthly reporting and invoicing to facilitate department and project financial goals
    • Coordinates the administrative duties of the assigned clerical staff
    • Carries out Corporate policy and procedure implementation and maintains effective communication and working relationships with Corporate Finance and Administration
    • Provides organization and maintenance of files, documents, workflow, and confidential information
    • Interfaces with other RK offices, as necessary, to accomplish the duties described herein
    • Works with Business Manager and staff in support of the policies, goals and objectives established by the Chief Operating Officer and the Board of Directors
    • Performs a variety of administrative duties requiring the exercise of considerable initiative, leadership, independent judgment and discretion as well as daily coordination of the assigned clerical staff
    • Maintains the security of confidential information
    • Performs, coordinates and reviews 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
    • Performs, coordinates and reviews all financial spreadsheet requirements in a neat and professional manner, proofing for accounting errors and established format criteria
    • Demonstrates a high level of competence with the ability to apply skills and knowledge to practical problems on a daily basis
    • Has a high level of skills and professionalism and the ability to deal with clients and staff effectively in support of project & business management activities
    • Maintains a close and highly responsive relationship to the Senior Vice President and Business Manager, working fairly, independently, and receiving a minimum of detailed supervision and guidance
    • Performs routine clerical duties as necessary. (e.g., copying, faxing, filing, collating, binding, shipping, etc.)
    • Assists in maintaining the proper flow of workload. Set priorities & ensure deadlines are met
    • Coordinates invoicing and other complex accounting duties as directed by the Business Manager
    • Submits accurate, legible, comprehensive and complete work
    • Understand, adhere and participate in the Raba Kistner Health and Safety and Behavior Based Safety Programs and set a good safety example
    • Other duties assigned by Direct Report

    Qualifications

    •  Graduation from high school or GED certification.  A person in this position generally, but not necessarily has a minimum of 12 years secretarial/administrative support experience in a professional, fast-paced environment. Related experience and/or education may be evaluated to substitute for on the job experience
    • Shall possess a valid driver’s license within the applicable jurisdiction and meet firm’s auto insurability requirements

    Extensive knowledge of:

     

    • Document formatting
    • Grammar, punctuation and spelling
    • Personal computers and software applications
    • Spreadsheet applications
    • Word processing applications
    • Database management applications
    • Records maintenance procedures
    • Scheduling and coordination
    • Process development and execution
    • Contract compliance standards
    • Financial budgeting and accounting procedures 

    Ability to:

    • Communicate effectively orally and in writing to communicate problems, status of work, daily reports, etc.
    • Lift (30 lbs.
    • Move 30 lbs.
    • Read and understand instructions, labels, reports, etc.
    • Prepare and maintain records, files, and reports
    • Maintain effective working relationships with internal and external personnel
    • Follow verbal and written instructions
    • Ability to drive company vehicle, manage and complete all assigned jobs, efficiently and on time 

    Required to:

    • Present a professional appearance to best represent the firm
    • Wear personal protective equipment
    • Comply with all attendance requirements as noted in most current edition of Corporate Policy Manual 

    Skill in:

    • The use of database applications
    • The use of office equipment
    • Business telephone etiquette
    • The use of personal computers
    • The use of spreadsheet applications
    • Typing
    • The use of word processing software 

    WORKING CONDITIONS:

    •  May work protracted or irregular hours
    • Flexibility to work irregular hours due to client needs (i.e. other than 8 a.m. to 5 p.m. and/or other than Monday through Friday.)
    • Work related responsibilities require travel out of town to RABA KISTNER offices, client offices, and project locations

    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

                           Tey Lundy 210- 545-0008

     

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