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Administrative Coordinator

4 months ago

Austin, United States Raba Kistner Inc. Full time
Job DescriptionJob Description

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”

Raba Kistner is seeking a detail-oriented, dependable Administrative Coordinator to join our Consultants team in Austin, TX . The Administrative Coordinator is primarily responsible for all business administrative & secretarial needs within the organization. These duties include, but are not limited to: 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, and answering the telephone as required, when receptionist is unavailable to do so. Other responsibilities include:

  • 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.
  • Demonstrate considerable initiative, independent judgment, and discretion. Maintain the security of confidential information.
  • 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.
  • Ensuring accuracy when entering proposals and setting up projects into 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 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, Business Manager and other office leadership, working fairly, independently, and receiving a minimum of detailed supervision and guidance.
  • Perform routine clerical duties as necessary (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 and ensure deadlines are met.
  • Assist with collection of accounts receivables, interface with RKCI accounts payable staff in routing subcontractors/vendor invoices 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.
  • Understand, review, and make corrections (if necessary) to Client prebills to ensure accurate invoicing. Maintain billing level at 35 percent.
  • Screen and direct incoming telephone calls in a professional and courteous manner.
  • Understand, adhere, and participate in the Raba Kistner Health & Safety and BBS Programs, setting a good example of our safety standards.
  • Perform other duties as assigned.

Qualifications

  • High School Diploma or GED required.
  • Minimum of 2 years of business and secretarial experience in a professional, fast-paced environment and post high school studies related to business and/or administrative support preferred.

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.

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is 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 by this job include close vision. The 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.

EOE/Minority/Female/Disabled/Veteran
Drug Free Workplace


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