Estimation Executive Assistant

7 days ago


Pearland, United States Allied Fire Protection Full time
Job DescriptionJob Description

ESTIMATION EXECUTIVE ASSISTANT

JOB DESCRIPTION


Job Responsibilities include but are not limited to:

  • Coordinating meetings, lunches, schedules and travel booking needs for each department manager within the Estimation dept.
  • Monitor progress of current projects, share key details, updates and on target or delays on scheduled items
  • Address client emails, filter and distribute to needed parties
  • Maintain Estimation Meeting spreadsheet, deadlines and share conflicts
  • Process expense report for managers
  • Follow Ups from Meetings
    1. Combined notes from the team and Estimation Manager
    2. Share Action Items with deadlines and distribute
  • Collaborate with key stakeholders and team members for follow through of project completion
  • Create internal department procedures for better process flow and coordination
  • Other duties as assigned

Knowledge:

  • Associate or bachelor’s degree preferred

Work Experience:

  • Project Coordinator experience preferred
  • Executive Administrative experience is preferred
  • Previous project software experience welcomed: Procore, project dashboards like Power BI or project scheduling tools

Skills and Competencies:

  • Excellent written, verbal and presentation skills
  • Detail oriented with excellent organization skills
  • Proficient in working with Microsoft Office Products including Word and Excel
  • Must be able to learn internal systems: Procore, Sage and CRM
  • Proficient in PDF creation
  • Must have valid state driver's license and good driving record

Work Availability:

  • Must be able to travel overnight on occasion as needed for internal or customer meetings. Travel expectations are less than 10%.
  • Must maintain regular and acceptable attendance at such level as is determined by management
  • Must be available and willing to work after standard hours and/or weekends as the employer determines are necessary or desirable to meet its business needs

Physical Requirements

  • In office setting, including sitting, some bending, some lifting, walking and viewing
  • Personal vehicle used for offsite meetings, events and meal pick up on occasion

ACKNOWLEDGEMENT:

The Employee is expected to comply with and support the enforcement of Allied Fire Protections policies, applicable regulatory and statutory requirements.

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