Contract Management Administrative Assistant

1 week ago

Katy, Texas, United States Aqualia - Municipal District Services Full time

Position Overview

Provide administrative support to a team of client managers by handling information requests and coordinating information from multiple departments to create and deliver accurate and timely monthly reports.

Essential Job Functions

  • Develop strong working relationships with Field Supervisors, Regulatory Compliance and other departments to deliver the best quality service to our client districts, builders and the consultant community.
  • Ensure effective data management through use of various excel spreadsheets and documents to provide necessary data for the assigned monthly Operations Reports to ensure reports, bulletins, and alerts are completed and delivered in a timely and accurate manner.
  • Prepare Contract Amendments for all CM's and ensure that copies are delivered to Administration personnel to update the system.
  • Act as an expeditor to research and resolve district issues and provide support for Client Managers in documenting and presenting information to districts as needed.
  • Assist in document control both electronically and hard copy to ensure all filing is current and easy to access as needed.
  • Write letters, memos, reports, agreements, exhibits and general business correspondence as needed. Prepare presentation materials, including charts, graphs and Power Point slides.
  • Work in business systems such as AVR and Adjutant to ensure Client Managers can create and close service orders to bill time for CMs and special projects. Pull reports from these systems to provide information as needed.
  • Coordinate and manage logistics for client events: communication, food and beverages, entertainment, scheduling, etc. Coordinate special events like tours in districts including creating gift bags and/or handouts for the tours.
  • Handle confidential information with discretion.
  • Prepare time reports, expense reports, and organization charts as needed for the department.
  • Maintain the board and consultant database to ensure information remains current and available to the CMs and Executives
  • Manage messaging systems for the various districts and create client bill inserts, communications, etc.
  • Handle special projects for the CMs which may include rate order analysis, meeting follow up, rate order changes, NFBWA water conservation program administration, Water Smart Meter Program Administration, SSOI, and special reports for engineers.
  • Assist the Executive Assistant, as needed.
  • Prepare and distribute CM District Meeting Notes.
  • Be available to assist CMs in the event of an urgent matter that requires information or research.

Education And Experience Requirements

  • High School or GED required. College course work in business administration would be helpful.
  • Three years or more experience as an administrative assistant or relevant experience is preferred.

Other Skills/Abilities

  • Ability to learn and effectively navigate and provide reports using the software used in the various departments.
  • Ability to plan, coordinate, and administer CM projects.
  • Ability to multi-task, stay organized and be detail oriented while working to successfully meet deadlines.
  • Must be proficient in the Microsoft Office 2016 programs:Word, Excel, Power Point, and Outlook
  • Ability to communicate clearly and concisely both orally and in writing. Must be able to formulate good answers and provide effective information.

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