Administrative Coordinator

2 weeks ago

Houston, Texas, United States BlueTeam Full time
Job Overview

Position: Executive Assistant - Private Sector

About Us:

BlueTeam is a leading service provider in the U.S. focusing on commercial restoration, construction, and roofing services on both domestic and international fronts. Our clientele includes some of the most prestigious commercial portfolio owners and operators worldwide.

As a comprehensive service provider, we cater to portfolio managers, owners, asset managers, and operators, continuously expanding our offerings to align with our clients' evolving needs. Our commitment to exceptional project execution and transparent billing practices has established BlueTeam as a trusted partner in various sectors, including hospitality, senior care, multi-family housing, industrial, and other commercial properties.

Role Summary: We are seeking an Executive Assistant to provide essential support to our executive team. This role encompasses a variety of business-related tasks, including report generation, travel coordination, meeting documentation, and various organizational responsibilities. The ideal candidate will possess a comprehensive understanding of the Microsoft Office suite, demonstrate exceptional problem-solving abilities, and have prior experience in an executive or administrative support capacity.

Key Responsibilities:

  • Prepare reports, memos, invoices, letters, and other documentation.
  • Manage phone communications, directing calls appropriately or taking messages as needed.
  • Perform basic bookkeeping functions.
  • Assist the Project Accountant with accounting-related tasks.
  • Help develop project outlines, goals, and key takeaways using MS Excel and PowerPoint.
  • Utilize advanced skills in MS Excel, MS PowerPoint, and MS Project to establish deadlines and agendas.
  • Demonstrate technical proficiency with various software, including word processing, spreadsheets, databases, and presentation tools.
  • Collaborate with the Leak and Repair department to coordinate vendor services.
  • Prepare materials for executive meetings.
  • Create meeting agendas, including those for management discussions.
  • Track company objectives set by individual managers.
  • Compile data to generate reports that provide insights into company performance.
  • Organize executive contacts and synchronize calendars.
  • Manage executives' calendars effectively.
  • Exhibit self-motivation, drive, passion, and enthusiasm.
  • File and retrieve corporate records, documents, and reports.
  • Conduct research and compile data to prepare documents for review by boards, committees, and executives.
  • Arrange travel logistics for executives.
  • Perform office duties, including supply ordering and database management.
  • Provide general administrative support as required.
  • Execute other related tasks and assignments as necessary.

Qualifications:

  • Bachelor's Degree from an accredited institution or five (5) years of relevant experience or training, or a combination of education and experience.
  • Proficient in computer skills, including internet usage, email (MS Outlook), MS Excel, PowerPoint, and MS Word. Proven experience as an executive assistant or in a similar administrative support role.
  • Thorough understanding of the entire MS Office suite.
  • Ability to prioritize and organize daily workloads effectively.
  • Capability to meet deadlines in a fast-paced, dynamic environment.
  • Proactive problem-solving approach with strong decision-making skills.
  • Flexibility in scheduling to accommodate business needs.
  • Willingness to learn new software and business processes.
  • Strong verbal and written communication skills at a professional level.

Benefits:

  • Competitive salary.
  • Comprehensive benefits package, including medical, dental, vision, short-term disability, long-term disability, supplemental and voluntary life insurance, 401(K) with employer match, and paid time off.

About BlueTeam:

At BlueTeam, our mission is to foster and maintain mutually beneficial relationships with our clients. We strive to be attentive, respectful, and understanding of our clients' business needs.

Our commitment to becoming valuable partners begins with building an exceptional team: recruiting top talent, providing training and support, listening to our team members, and empowering them to assist our clients in addressing their restoration, construction, and roofing requirements. BlueTeam embodies a family culture grounded in our core values of integrity, transparency, and accountability.

We believe that with a strong team and collaboration, we will achieve our goals of being a successful, well-structured, and profitable organization that treats our clients fairly and with respect while recognizing our staff's contributions.

BlueTeam is an Equal Opportunity Employer.

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