Operations Coordinator II

AtkinsRéalis•Oklahoma City, OK

19d•$55,000 - $75,000•Hybrid

About The Position

We are seeking an Operations Coordinator II to join our Roadways, Bridges and Tolls Practice in Oklahoma City, OK, reporting to the Practice Lead, to support the delivery of various Highway and Roadway projects. Your role Provide administrative and operations support to the manager of a large technical operating unit. Act as extension of manager's authority in administrative matters and provide support to a multidiscipline staff of engineers, technicians, inspectors and professionals providing transportation and infrastructure services. This is a position of responsibility which includes office administration duties; employee engagement implementation; project assignments for reports development and data organization; and preparation of marketing materials. The Operations Coordinator will work directly with the manager, project directors, project managers and staff to accomplish the implementation and delivery of projects to clients in addition to providing an interface with clients, consultants, suppliers and vendors. Training with basic accounting set-up and documentation functions in support of project managers will be provided as these tasks are included in the duties of the position. The position will help input, track and process task orders, purchase orders and sub-consultant agreements requiring ability to be trained to input and access project data in Oracle. Acts as liaison between manager and staff, as well as clients and prospective clients, responding to inquiries and requests for information/approval and/or directing to appropriate staff, as required. Provide support to the manager for the compilation of data and the preparation of monthly reports and budgetary proposals. Coordinates functions within organization unit to ensure consistency with policies and procedures. Assists manager with the initiation and/or processing of personnel actions. Analyzes project control reports and profit planning monitors to ensure expenses have been accurately charted to proper account and proper organization. Advises managers when corrections are needed. Develops charts and graphs based on financial reports, and updates them as needed for meetings, monthly reports, or presentations as directed by the manager. Assists in the development of presentations to clients and prospective clients. Prepares organization charts for various operating units. May coordinate and attend meetings and prepare meeting minutes. Perform such other duties as the manager may from time to time deem necessary including but not limited to. Keep existing contract B-document up to date with personnel change for client contracts Prepare form 255s for proposals/pursuits. Help prepare, finalize and monitor contracts with clients and subconsultants. Enter invoices into the ODOT TOPS system for contracts. Completes project billable DBE and payroll review for input into TOPS. Notarize documents required. Create OneCRM / Deltek Vision entries for pursuits and project initiation. Track, record and prepare conference, seminar and professional organization meeting requests and approvals using the EBROI process. Support development of proposal and interview materials for business development and marketing pursuits associated with opportunities in Oklahoma. Process and input purchase requests and purchase orders for review, approval and into Oracle. Help order, track and manage office supplies. Research and compile ad-hoc reports as requested or required. COMPLEXITY - Work involves working with the manager to on periodic compilation and monitoring of budget data and/or other financial performance tracking measures related to meeting established goals for the operating unit. DECISION-MAKING - Consistently applies discretion and independent judgment in the analysis of reports and the communications with managers to ensure budget conformance, policy compliance or unit objectives. WORK DIRECTION GIVEN TO OTHERS - May supervise or give work direction to other administrative support personnel

Requirements

Bachelor's degree in Business Administration, plus five years' experience. Without a degree, requires ten years' experience in progressively responsible administrative work.
Excellent interpersonal and organizational skills required.
Knowledge of business administration practices and principles, including finance and accounting.
Computer skills required, particularly advanced in Excel, PowerPoint and Word.
Ability to deal effectively and harmoniously with people at all levels of the organization.
Advanced experience with Microsoft Excel, Word, and Power Point required.
Job requires ability to process paper/electronic documents and operate computer keyboard.
Ability to retrieve and file folders.
Ability to communicate effectively, both verbally and in written form.

Nice To Haves

Knowledge of the consulting engineering industry helpful.
Experience with desktop publishing software, Preferred.
Notary Certification/License preferred or ability to obtain within 8 weeks of starting.

Responsibilities

Provide administrative and operations support to the manager of a large technical operating unit.
Act as extension of manager's authority in administrative matters
Provide support to a multidiscipline staff of engineers, technicians, inspectors and professionals providing transportation and infrastructure services.
Office administration duties
Employee engagement implementation
Project assignments for reports development and data organization
Preparation of marketing materials
Work directly with the manager, project directors, project managers and staff to accomplish the implementation and delivery of projects to clients in addition to providing an interface with clients, consultants, suppliers and vendors.
Input, track and process task orders, purchase orders and sub-consultant agreements
Input and access project data in Oracle
Act as liaison between manager and staff, as well as clients and prospective clients, responding to inquiries and requests for information/approval and/or directing to appropriate staff, as required.
Provide support to the manager for the compilation of data and the preparation of monthly reports and budgetary proposals.
Coordinate functions within organization unit to ensure consistency with policies and procedures.
Assist manager with the initiation and/or processing of personnel actions.
Analyze project control reports and profit planning monitors to ensure expenses have been accurately charted to proper account and proper organization.
Advise managers when corrections are needed.
Develop charts and graphs based on financial reports, and updates them as needed for meetings, monthly reports, or presentations as directed by the manager.
Assist in the development of presentations to clients and prospective clients.
Prepare organization charts for various operating units.
Coordinate and attend meetings and prepare meeting minutes.
Keep existing contract B-document up to date with personnel change for client contracts
Prepare form 255s for proposals/pursuits.
Help prepare, finalize and monitor contracts with clients and subconsultants.
Enter invoices into the ODOT TOPS system for contracts.
Completes project billable DBE and payroll review for input into TOPS.
Notarize documents required.
Create OneCRM / Deltek Vision entries for pursuits and project initiation.
Track, record and prepare conference, seminar and professional organization meeting requests and approvals using the EBROI process.
Support development of proposal and interview materials for business development and marketing pursuits associated with opportunities in Oklahoma.
Process and input purchase requests and purchase orders for review, approval and into Oracle.
Help order, track and manage office supplies.
Research and compile ad-hoc reports as requested or required.