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Business Operations Manager

2 months ago

Houston, Texas, United States Raba Kistner Full time
About Raba Kistner

Raba Kistner is a leading Engineering Consulting and Program Management firm dedicated to building 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
Job Summary

We are seeking a detail-oriented and dependable Business Manager I to join our team in Houston, TX. The individual in this role will be responsible for coordinating all business, financial, and administrative support for the office. They will carry out corporate policy and procedure implementation and maintain effective communication and working relationships with corporate finance and administration.

Key Responsibilities
  • Provide confidential administrative/secretarial support to supervisors and senior leadership
  • Demonstrate the highest degree of professionalism, initiative, and discretion in performing duties
  • Coordinate and maintain files, documents, workflow, and confidential information
  • Perform duties as directed by the Chief Financial Officer for finance and administrative functions and Director of Human Resources for personnel and benefit functions
  • Screen and direct incoming calls for supervisors or other senior leadership in a professional and courteous manner
  • Schedule activities for supervisors and maintain electronic calendars, schedule appointments, and make travel arrangements
  • Type and prepare reports and/or correspondence from handwritten and/or dictated text, and provide quality control
  • Review prebills and coordinate with the project manager and corporate office for final invoice runs
  • Establish priorities and ensure deadlines are met
  • Maintain files, including file setup, maintenance, storage, and retrieval
  • Assist in maintaining accurate and updated information for the electronic Rolodex
  • Assist and substitute for other administrative staff as needed
  • Assist in proposal preparation, including statements of qualifications/requests for proposals
  • Serve as regional office contact/liaison for corporate human resources and health & safety matters
  • Serve as regional office contact/liaison for finance and accounting
  • Plan, coordinate, and supervise daily assignments of administrative staff
  • Coordinate all company-sponsored employee functions
  • Manage all building maintenance and services
  • Interface with all non-project vendors
  • Responsible for purchasing and maintaining all office supplies
  • Assist in supervision of secretarial staff
  • Deposit non-accounts receivable cash and checks and transmit accounts receivable payments to corporate collection manager
  • Approve purchase orders for vendors
  • Review accounts payable invoices for correctness and submit to corporate office for payment
  • Manage and reconcile the petty cash account
  • Prepare approved checks on local account and manage account records and receipts daily
  • Supervise coding and processing of all purchase requests
  • Oversee all collection efforts and support corporate accounting
  • Assist in preparation for quarterly management meetings and strategic planning meetings
  • Supervise the proper setup of all projects and billing process for the region
  • Calculate and prepare billing for the majority of the work conducted by the regional office
  • Support corporate accounting in obtaining corrections to error suspense items from project secretaries
  • Ensure proper report distribution and billing addresses on new projects
  • Prepare monthly billing statements, lien releases, etc., to adhere to all contract requirements
  • Understand, adhere, and participate in the Raba Kistner Health and Safety and Behavior-Based Safety Programs
  • Perform other duties as assigned
Requirements
  • High school diploma or GED required; bachelor's degree preferred
  • Minimum 2 years related experience in a business office management position or other similar accounting experience
  • Must be able to obtain a Notary Public Seal for the State of Texas within 3 months from hire date
  • Possess a valid driver's license within the applicable jurisdiction and meet company's auto insurability requirements
Preferred Qualifications
  • Good oral and written communication skills and ability to work in teams at different levels within the organization
  • Bilingual individual preferred to interact with clients and staff successfully
  • Advanced in Microsoft Office (Outlook, Word, Excel, PowerPoint) and a minimum typing speed of 55-60wpm
  • Self-motivated with good attendance record and ability to work independently
  • Good time management skills and ability to balance short-term deadlines against long-term goals
  • Possess ability to efficiently handle multiple tasks while being persistent, tactful, and enthusiastic