Administrative Coordinator

Harris County Flood Control District Houston , TX 77020

Posted 3 months ago

General Description:

Responsible for performing a wide variety of administrative duties, construction administration support and for reviewing internal processes and procedures to ensure accuracy and completeness of documents for the Construction Division.

  • Prepare and route requisitions for new purchase orders and addendums, follow up on outstanding requests, and upon receipt, distribute necessary copies.

  • Prepare forms, gather support documents, and obtain signatures on documents as needed for Modifications and Changes in Contract, route for signatures and submission to Commissioners Court. After court approval, distribute and update scanned files and appropriate computer records.

  • After projects are awarded, receive complete Issued for Construction packages and distribute originals or copies and update scanned record documents.

  • Review bond and insurance certificates of coverage for compliance with contract requirements.

  • Maintain a spreadsheet with insurance expiration dates for active construction projects, send out reminders to contractors regarding expiring coverages, and follow up to make sure updated certificates are received.

  • Coordinate with Design Project Managers to obtain copies of rights-of-entry, permits, encroachment letters and other documents, as requested by Construction Project Managers or Division Director.

  • Gather and print out project information for upcoming projects that need inspector assignments and distribute to designated staff for review and revision. Update reports and computer records after assignment is identified.

  • Prepare and distribute memos, forms, weekly status reports and letters; maintain and coordinate schedules; monitor incoming emails and provide construction-related information, as necessary.

  • Request mobile telephones, business cards, and special equipment for Division staff.

  • Record Division staff absences. Collect, review and route employee timesheets for signature by the appropriate supervisors and then deliver to Human Resources.

  • Develop familiarity with District specific software applications used by Construction Division staff and financial operations.

  • Provide backup clerical assistance within the Division.

  • Perform other duties that may be added or changed as the course and scope of the job directs.

Education & Experience:

Minimum Qualifications:

  • Requires high school diploma, or equivalent.

  • Requires 8 years verifiable experience in administrative support or similar field.

  • Familiarity with SharePoint and Adobe Acrobat.

  • Knowledge of modern office procedures (scanning, filing and record keeping), computer operations and software applications.

Desirable Qualifications:

  • Prefer prior experience supporting contract administration or the insurance industry serving construction related clients.

  • Prefer a Bachelor's degree.

Physical Demands & Environmental Exposure:

The physical demands 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:

  • Frequent standing and walking; prolonged sitting for extended periods of time.

  • Frequent sorting, filing, shelving and handling of documents, books, files, file drawers and related materials and equipment required for clerical operations.

  • Occasional stooping, bending, reaching, lifting and carrying of items up to 15 pounds.

  • Occasional ascending/descending stairs.

  • Occasional driving of a vehicle.

  • Work is performed indoors in a normal office environment with acceptable lighting, temperature, air conditions and noise levels.

  • Extensive use of a video display terminal (computer monitor).

  • May be exposed to fluids, compounds or chemicals used in cleaning offices and/or work areas, photographic or photocopier development or reproduction.

General Information:

  • Position Type: Regular Full-Time

  • Employee Status: Non-Exempt

  • Hours: 40 Hours per week

  • Salary: To be discussed in interview

  • Requires a valid Class "C" Texas Driver's License.

NOTE: Reasonable accommodations will be made upon request for applicants with disabilities in accordance with the Americans with Disabilities Act (ADA) of 1990. Upon receiving a conditional offer of employment, all applicants are screened for the presence of illegal drugs, alcohol, and the ability to perform physical functions of this position. EOE 07/05/2019.

This position is/may be funded with U.S. Department of Housing and Urban Development (HUD) funds which are subject to compliance with Section 3. Section 3 is a provision of the Housing and Urban Development Act of 1968. The purpose of Section 3 is to ensure that employment and other economic opportunities generated by certain HUD financial

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Coordinator To CEO

Briggs & Veselka Co

Posted 2 weeks ago

VIEW JOBS 9/1/2019 12:00:00 AM 2019-11-30T00:00 Administrative Coordinator to CEO As the third largest accounting firm based in the Southwest, Briggs & Veselka has fostered a unique environment where our professionals are empowered to find the best in themselves and in each other. With offices in Houston, Austin, The Woodlands, El Campo and San Antonio, we offer middle market clients the services of national firms delivered with the high-touch of a local firm. Our culture is very important to us, as evidenced by a retention rate higher than our peer group. And our level of client satisfaction is reflected in our net promoter score of four times the industry average. The firm's 14 industry groups and 12 service niches provide audit, tax, and consulting services to clients ranging from individuals to closely-held companies and small-cap public entities. Among those, we also offer a number of advanced services such as forensic accounting, international tax, and cyber security, and are in the top 1.5% of firms in the country providing employee benefit plan audits to over 150 plans - unique for a firm our size. These broad service offerings give our professionals varied career paths based on their skills and interests. And we take pride in the fact we have served many clients for decades, over generations of management. That's part of the Legacy - one that you can continue to build with a career at Briggs & Veselka. Responsibilities: Provides administrative support in a variety of functions for the Executive Office and Operations. Carries out administrative duties such as filing, typing, copying, binding, scanning Books conference calls, rooms, taxis, couriers, hotels Develops and maintains filing system Produces and distributes correspondence memos, letters, and forms Coordinates Executive Office procedures Takes minutes and follows up with action items Provides administrative support to the CEO that is focused on increasing the efficiency of the executive and management of the CEO’s schedule. Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of executives that is time-sensitive. Summarizes, prioritizes, and researches information into a concise and usable format for executives to review. Creates reports, charts, budgets and other presentation materials for executives. Coordinates high level projects, travel arrangements, and meetings; manages busy schedules. Greets and responds to clients and visitors with professionalism in person, by email or by phone. Anticipates the needs of others in order to ensure a positive experience. Education/Experience/Qualities: High school diploma 5-6 years of experience working with executives in an administrative role Extensive MS Office skills and ability to quickly learn other software Ability to learn quickly, multi-task and collaborate in a team setting Excellent communication, organizational, planning and problem-solving skills Attention to detail and accuracy Maintains confidentiality Typing speed of 50 wpm+ Are you a returning applicant? Previous Applicants: Email: Password: If you do not remember your password click here. Briggs & Veselka Co Houston TX

Administrative Coordinator

Harris County Flood Control District