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Associate Communications and Public Involvement Coordinator

2 months ago

Houston, Texas, United States Hollaway Environmental + Communications Services, Inc. Full time
Job Title: Associate Communications and Public Involvement Coordinator

Hollaway Environmental + Communications Services, Inc. is seeking a highly skilled and bilingual Associate Communications and Public Involvement Coordinator to join our award-winning public engagement and communications team. As a key member of our team, you will be responsible for interfacing with external audiences, providing support in Public Involvement and Communications processes and planning, and supporting multiple public engagement projects/accounts simultaneously.

Key Responsibilities:
  • Manage multiple project-specific phone hotlines and email accounts for public inquiries
  • Respond promptly to inquiries in both English and Spanish, ensuring clear, professional communication
  • Record and track all public inquiries, ensuring proper documentation and follow-up
  • Collaborate with appropriate client representatives to provide accurate information and resolve issues
  • Maintain a thorough understanding of ongoing projects to provide detailed and accurate responses to the public
  • Escalate complex or sensitive issues to the appropriate internal or client teams for resolution
  • Regularly update internal teams and clients on inquiry trends and any recurring issues
  • Support public outreach initiatives by providing feedback based on frequent inquiries and concerns
  • Assist with the development of standard responses and FAQs for common public inquiries
  • Maintain confidentiality and professionalism when dealing with sensitive information
  • Create and maintain internal company communication, coordination, and teaming necessary to deliver work products cooperatively and creatively
  • Support the development of content to support communication tools (public involvement plans, collateral materials, etc.) as directed by the project manager
  • Attend external client meetings to gain a technical understanding of projects, as well as client priorities
  • Responsible for documenting external client meetings on behalf of the project manager
  • Support event planning, including venue coordination and conducting site visits
  • Prepare equipment and materials in advance of public meetings and engagement events
  • Prepare Safety Plans in advance of public meetings and engagement events
  • Attend public meetings and engagement events and support the setup and teardown of these meetings
  • Support the development of summary reports and other documentation for public involvement and engagement activities in close coordination with the project manager
  • Support the project manager, as needed, to deliver public meetings and engagement events
  • Complete project tasks within the specific amount of time assigned
  • Support a regular 30-day invoicing cycle, as needed, providing all information necessary to ensure efficient, accurate billings
Technical Skills:
  • Attend training in NEPA, NEPA-compliant Public Involvement, and Environmental Justice/Justice40
  • Support the implementation of NEPA-Compliant Public Involvement Plans (e.g., TxDOT) components
  • Support the implementation of broader Community Engagement/ Education and Communication Plan components, including NEPA compliance
  • Attend training to support media relations and crisis communications
  • Support the development of news releases under the direction of the project manager
  • Provide media monitoring support to project managers
  • Attend training to write the following deliverables utilizing approved key messaging proficiently: social media content, event noticing copy, newspaper advertisements, client correspondence, public involvement/engagement summary reports, general meeting documentation/reporting
  • Review site-specific safety plans and adherence to company and project-specific safety policies
  • Participate in meetings that may occur overnight, evenings, and/or on the weekends
Company Operations:
  • Support the Executive Team in the company's operational functions to ensure profitability and the efficient use of resources, adherence to safety policies and best management practices, and maintaining constant, open communication
  • Work with the entire Hollaway Team to maintain all company equipment and supplies so that we are making the most cost-effective decisions about monthly bills, GPS units, office space, computers, vehicles, and other expenditures
  • Complete the training necessary to excel in your practice area and company-mandated training
  • Comply with all Hollaway policies and procedures and Non-Compete and Confidentiality Agreements
  • Perform job duties within the company's standard operations and procedures and comply with job-related requests (e.g., project management plans, safety plans for public meetings, preparedness, vehicle maintenance, the review process, general office culture and responsibility)
  • Maintain a positive rapport with clients, vendors, colleagues, and subcontractors proactively and professionally
  • Manage and coordinate calendars to prioritize tasks, juggle multiple deadlines, and keep track of important details
  • Completing project tasks safely, accurately, on schedule, and on budget in support of 90 percent UTE annually
Other Duties:
  • Complete training as it relates to your technical expertise. Hollaway will provide the means to attend at least one training or one professional development conference per year. Additional training and/or conferences may be available and are dependent on approval, pricing, availability, and schedules
  • Assist with and support company marketing efforts
  • Typical work week of 40 – 45 hours
  • Internal company communication, coordination, and teaming necessary to deliver work products cooperatively and creatively
  • Support and maintain an environment of trust, collaboration, and continuous feedback
  • Other duties as assigned
Experience and Qualifications:
  • Fluent in both English and Spanish (written and verbal)
  • Strong customer service and communication skills
  • Ability to manage multiple tasks and prioritize effectively
  • Experience in a client-facing role, preferably in public outreach or project communication
  • Bachelor's degree in communications or a related field preferred
  • 2+ years of professional experience in business/office administration, customer service, communications, or public relations
  • Proficient in Microsoft applications, including Word, Excel, Outlook, PowerPoint, and Teams
  • Possession of a valid driver's license
  • Ability to lift up to 50 pounds
Professional Skills:
  • Ability to demonstrate leadership presence and maturity
  • Proven success of working with a team in an office
  • Ability to make sound decisions in a fast-paced, dynamic setting
  • Strong and effective presentation skills
  • Solid interpersonal, relationship-building, and negotiating skills
  • Strategic and critical thinking skills to evaluate and understand the impact of their decisions
  • Exceptional attention to detail and organization skills
  • Ability to work on own initiative to identify and resolve problems
  • Strong ability to communicate with a variety of audiences, including fellow leaders, clients, and employees
  • Active listening skills
  • Possess self-awareness
  • Team-player attitude
  • Ability to work on own initiative to identify and resolve problems
  • Ability to use empathetic conflict resolution
  • Ability to effectively interpret data
  • Excellent and effective written and verbal skills
  • Strong time management skills
  • Dependable and self-motivating
  • Flexible in scheduling and availability
  • Punctual and respectful of schedules and deadlines
  • Reliable editing skills
Employee Benefits:
  • In addition to the salary offered, Hollaway provides a competitive benefits package that includes paid time off, retirement benefits, medical, dental/vision, disability, and life insurance. Benefit information relevant to your position consists of the following:
  • Fully developed onboarding program
  • Group health insurance (75% covered by the employer, including dependent coverage)
  • Vision insurance (100% covered by employer)
  • Dental insurance (75% covered by employer)
  • Life insurance (100% covered by employer)
  • Short-term disability insurance (100% covered by employer)
  • Paid parental leave
  • 401K (Pre-tax and Roth options) with employer match up to 4%
  • Flexible spending account (FSA)
  • Health savings account (HSA)
  • Monthly Health and Wellness Incentive Program (Reimbursement up to $200/ month)
  • Individual Professional Development Plans and dedicated budget per employee
  • Tuition Reimbursement (Up to $1,500/ year)
  • Unlimited access to our online training system
  • Remote work flexibility
  • Full access to multiple web-based team collaboration and employee engagement tools
  • Regular team-building activities
  • Access to Insperity's Perks at Work (discounts on travel, electronics, entertainment, and more)
  • AAA membership