Administrative Coordinator I, II, III

Raba Kistner, Inc.•Austin, TX

7h•Onsite

About The Position

Raba Kistner, Inc. is seeking a detail-oriented and dependable Administrative Coordinator I, II, or III to support its Consultants team in North-Central Texas. The role provides business administrative and secretarial support across the organization, including assistance with billing and accounts receivable collections, support for department managers and employees, preparation of Geotech and CoMET proposals, reports, and correspondence in the current RKCI format, assistance with human resources policies, coordination with other RK offices and business groups, report production, and telephone coverage when the receptionist is unavailable. The coordinator supports department policies and objectives, protects confidential information, and exercises initiative, independent judgment, and discretion. The role assists with non-technical proposal preparation and timely submissions, project and proposal setup and records, designated reporting, project invoicing and purchase orders, accounts payable routing, subcontractor records, client prebills, and routine clerical work. The position requires effective communication with clients, staff, managers, and office leadership, as well as workload prioritization and attention to deadlines. The employee is expected to participate in and follow company health and safety and BBS programs. The position may require protracted or irregular hours to meet client needs. The work environment is usually quiet, such as a library or private office. The role regularly involves sitting, standing, walking, stooping, crouching, stopping, and talking; frequent hand use and reaching; and lifting or moving up to 25 pounds. Close vision is required. Reasonable accommodations may be made for individuals with disabilities.

Requirements

High school diploma or GED required.
For Administrative Coordinator I: at least one year of business and secretarial experience in a professional, fast-paced environment; post-high-school studies related to business and/or administrative support are preferred.
For Administrative Coordinator II: at least three years of business and secretarial experience in a professional, fast-paced environment; post-high-school studies related to business and/or administrative support are preferred; alternatively, a bachelor’s degree in Business, Finance, Administration, or a related field and two years of related experience.
For Administrative Coordinator III: at least five years of business and secretarial experience in a professional, fast-paced environment; post-high-school studies related to business and/or administrative support are preferred; alternatively, a bachelor’s degree in Business, Finance, Administration, or a related field and four years of related experience.
Good oral and written communication skills and the ability to work in teams at different organizational levels.
Proficiency in Microsoft Office, including Word, Excel, Access, and Outlook.
Minimum typing speed of 60 words per minute.
Strong math skills and familiarity with accounting principles and systems.
Self-motivated, with a good attendance record and a team-oriented approach.
Ability to work irregular hours when necessary to meet client needs.
Ability to meet the physical requirements of the role, including lifting and/or moving 25 pounds and performing the described activities; reasonable accommodations may be made.

Nice To Haves

Post-high-school studies related to business and/or administrative support for Administrative Coordinator I, II, or III applicants with the specified business and secretarial experience.

Responsibilities

Provide business administrative and secretarial support to the organization, department managers, and employees.
Assist management with billing and collection of accounts receivable.
Prepare Geotech and CoMET proposals, reports, correspondence, and other documents in the current RKCI format.
Assist with human resources policies and coordinate with other RK offices and business groups as needed.
Copy, scan, fax, file, collate, bind, and ship materials, and answer telephones when the receptionist is unavailable.
Support unit and department leaders in carrying out policies, goals, and objectives established by the CEO and Board of Directors.
Protect confidential information and exercise initiative, independent judgment, and discretion.
Assist with the non-technical portions of proposals, coordinate with professional staff, and help ensure timely submission and adequate time for quality checks.
Accurately enter proposals and set up projects in the RKCI intranet; organize and maintain proposal and project files, logs, and reports.
Maintain and distribute designated reports as determined by project managers.
Maintain responsive working relationships with department and business managers and other office leadership.
Maintain master job sheets, cross-reference files, client lists, and lists of project files in mini-storage.
Help maintain workflow, set priorities, and ensure deadlines are met.
Assist with accounts receivable collections, route subcontractor and vendor invoices with accounts payable staff, and help update the approved subcontractor list.
Assist with project invoicing and purchase orders for external project-related and office-related vendors.
Review client prebills and make corrections as needed to ensure accurate invoicing; maintain billing level at 35 percent.
Screen and direct incoming calls professionally and courteously.
Follow and participate in Raba Kistner Health & Safety and BBS Programs.
Perform other duties as assigned.