Business Operations Coordinator

4 weeks ago

Houston, Texas, United States Raba Kistner Inc. Full time
Job Overview

Raba Kistner, Inc. is a leading Engineering Consulting and Program Management firm. Our mission 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

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 the Supervisor and other senior leadership as required.
  • Demonstrate the highest degree of professionalism, initiative, and discretion in performing duties.
  • Ensure a high level of clerical competence, with the ability to apply skills and knowledge to practical problems on a daily basis.
  • Screen and direct incoming calls for the Supervisor or other senior leadership in a professional and courteous manner.
  • Schedule activities for the Supervisor 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 set-up, 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 the regional office contact/liaison for Corporate Human Resources and health & safety matters.
  • Serve as the 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 on a daily basis.
  • 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 by obtaining delinquent prebills from Project Managers.
  • Assist in preparation for Quarterly Management Meetings and Strategic Planning Meetings.
  • Supervise the proper set up 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 and set a good safety example.
  • 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 Notary Public Seal for 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.

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. Must be self-motivated with good attendance record and be able 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. Demonstrate the highest degree of professionalism, initiative, and discretion.

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, climb, balance, stoop, kneel, crouch, stop, and talk. Occasionally lift and/or move up to 25 pounds. Frequently required to use hands and reach. Specific vision abilities required by this job include close vision, far vision, color vision, peripheral vision, focus vision, and depth vision. The noise level in the work environment is usually moderate (business office with computers/printers, light traffic, etc.).

Position may require protracted or irregular hours. Flexibility to work irregular hours is necessary due to client needs. Work responsibilities may require out of town travel to Raba Kistner offices, client offices, and project locations.

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

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