Administrative Assistant - Operations

ESC Region 12•Waco, TX

45d

About The Position

With general direction organize and support the work activities of the construction department and provide administrative support to the Chief of Operations & Facilities, Assistant Director of Construction and other team members.

Requirements

High school diploma, college preferred
Advanced secretarial and computer training
Proficient skills in keyboarding, word processing, and file maintenance
Ability to use personal computer and software to develop spreadsheets and databases
Ability to organize and maintain multiple ongoing projects
Ability to work cooperatively with others
Knowledge of accounting principles and practices
Excellent organizational, communication, and interpersonal skills
Three years administrative experience, preferably in a construction firm or architectural or engineering practice or similar environment

Responsibilities

Execute office activities to allow for proficient operations of the department including a complete and effective document management system.
Facilitate communications both verbally and via email and other communication methods
Support and improve department processes and procedures.
Maintain the Program Management Information System in support of Department activities.
Assist and support Project Managers and Assistant Project Managers with Warranty management on all projects.
Assist with new facility occupancy process including onsite observation and support and documentation of receipt of materials
Assist with review of project closeout and substantial completion and final completion documentation.
Create necessary construction program reports as needed for the assistant director and presentation purposes.
Assist in procuring and processing purchase orders and invoices.
Assist in budget transfers and requisitions.
Perform other duties as assigned.