Business Operations Administrator I- HOLT Renewables

HOLT•Austin, TX

4d•Onsite

About The Position

The Business Operations Administrator is responsible for entry-level business administration processes, reporting, and accurate record keeping in assigned areas. Entry-level position – Generally has up to three years of experience and/or demonstrated job relevant knowledge/skills. Relies on instructions and pre-established guidelines to perform the functions of the job; works under immediate supervision. The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development. Essential Functions: Model, promote, reinforce, and reward the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission Work safely always, and adhere to all applicable safety policies; comply with all company policies, procedures, and standards Develop high-quality, compelling and technically accurate “Request for Proposal” (RFP) deliverables using templates and customized content complied from subject matter experts (SMEs) Manage and expedite RFP pricing and technical input from SMEs Create supplementary documentation required in the RFP. (Resumes, Tables, PowerPoints, Graphics etc.) Ensure compliance, budget, and technical requirements meet RFP requirements. Assist with reviewing/tracking/maintaining accurate status, deadlines, and key procurement details for RFPs. Review and process invoices from vendors and subcontractors Prepare and process vendor payments Track and review status of vendor invoices; coordinate with project managers to ensure prompt payment and confirm project progress. Enter data from project subcontracts and subcontractor change orders in construction accounting system. Maintain organized record keeping procedures as determined by Operations Manager. Review tax rates, material quantities/pricing on purchase orders and communicate discrepancies with Operations Manager and/or Project Manager Process new vendors in parallel with Holt CAT Procurement department. This includes reviewing certificates of insurance, W9’s and vendor contract language Professionally engage with external stakeholders, clients, vendors, and partners by demonstrating exceptional communication skills Oversee collection, review, and tracking of certificates of insurance for HOLT Renewables, ensuring coverages, limits, and endorsements meet contractual and owner requirements and remain current for the duration of each project. Assist Operations department with maintaining organized digital records of bonds, insurance certificates, and endorsements in shared systems Assist Operations department with obtaining and renewing state and local licenses and registrations required for relevant scope of work. Monitor renewal calendars so licenses remain active and compliant. Manage and organize office and breakroom inventory daily. Create a warm and welcoming atmosphere in the office. Uses professional conversation skills with co-workers, vendors, clients and guests. Organize meals and monitor status of meetings/events, ensure clean and prepared conference rooms or meeting area. Performs other additional duties as assigned

Requirements

Working knowledge in the use of computer programs and systems utilized by Holt Renewables (Acumatica, Microsoft Suite, Bluebeam/Adobe, Smartsheet, SharePoint, Salesforce etc.)
Strong research, problem solving and investigation skills
Strong math skills to handle complex accounting calculations accurately.
Strong time management skills
Strong organization skills
Ability to work independently
Strong communication and customer service skills, written and verbal.
Ability to meet deadlines
Strong ability to spot errors and discrepancies
Strong attention to detail and accuracy.
Ability to complete tasks/data entry accurately and on-time
Ability to multi-task in a high-volume fast paced environment with frequent interruptions.
Excellent interpersonal skills to establish working relationships with multiple departments and various levels of the organization
Strong commitment to teamwork and innovation.
Ability to be proactive, flexible and dynamic.
High school diploma or equivalent required

Nice To Haves

Bachelor’s Degree preferred but not required
Up to three years of applicable experience in marketing, accounting or commercial construction preferred but not required.

Responsibilities

Develop high-quality, compelling and technically accurate “Request for Proposal” (RFP) deliverables using templates and customized content complied from subject matter experts (SMEs)
Manage and expedite RFP pricing and technical input from SMEs
Create supplementary documentation required in the RFP. (Resumes, Tables, PowerPoints, Graphics etc.)
Ensure compliance, budget, and technical requirements meet RFP requirements.
Assist with reviewing/tracking/maintaining accurate status, deadlines, and key procurement details for RFPs.
Review and process invoices from vendors and subcontractors
Prepare and process vendor payments
Track and review status of vendor invoices; coordinate with project managers to ensure prompt payment and confirm project progress.
Enter data from project subcontracts and subcontractor change orders in construction accounting system.
Maintain organized record keeping procedures as determined by Operations Manager.
Review tax rates, material quantities/pricing on purchase orders and communicate discrepancies with Operations Manager and/or Project Manager
Process new vendors in parallel with Holt CAT Procurement department. This includes reviewing certificates of insurance, W9’s and vendor contract language
Professionally engage with external stakeholders, clients, vendors, and partners by demonstrating exceptional communication skills
Oversee collection, review, and tracking of certificates of insurance for HOLT Renewables, ensuring coverages, limits, and endorsements meet contractual and owner requirements and remain current for the duration of each project.
Assist Operations department with maintaining organized digital records of bonds, insurance certificates, and endorsements in shared systems
Assist Operations department with obtaining and renewing state and local licenses and registrations required for relevant scope of work.
Monitor renewal calendars so licenses remain active and compliant.
Manage and organize office and breakroom inventory daily.
Create a warm and welcoming atmosphere in the office.
Uses professional conversation skills with co-workers, vendors, clients and guests.
Organize meals and monitor status of meetings/events, ensure clean and prepared conference rooms or meeting area.
Performs other additional duties as assigned