Rayburn Electric

Compensation

Full Description

Salary: DOE General Summary Responsible for assisting with project tracking, invoice approvals, data entry, scheduling, file management, corresponding with multiple parties, preparing reports and documents, and organizing day-to-day routine tasks. Provides administrative support to the Logistics Manager, Project Coordinator Supervisor, and Operations Department. Principal Duties and Responsibilities / Knowledge • Assists with managing multiple priorities and working effectively in a deadline-driven environment. • Creates purchase orders and supports project workflows and processes. • Assists with the development and submittal of contract and project related status reporting. • Provides support between Rayburn employees and contractors, brokers, vendors, and suppliers. • Updates file share locations so that documentation remains current and accessible. • Prepares and tracks contracts with contact management software (e.g., AIA). • Submits new project request forms to Accounting Department. • Tracks and verifies certificate of insurance (vendors, services, and contractors). • Manages and updates project management platform (e.g., Microsoft Projects). • Manages the invoice approval process to verify that all materials have been received and collaborates with the warehouse and the field crews prior to payment. • Assists with monitoring the Operations team calendar, deadlines, deliveries and material delays for field operations and project coordination. • Schedules, prepares, and organizes appointments and meetings for the Operations Department. • Assists with facilitating communication between office and field personnel. • Provides timely updates to team on project changes or delays. • Assists with material receipt and delivery in the warehouse facilities as needed. • Collaborates with the warehouse on tracking missing material and holding vendors accountable. Key Accountabilities • Complies with all policies, procedures and confidentiality requirements or obligations, effective as a result of employment with Rayburn. • Timely shares complete information with others including Rayburn management and staff, contractors, and other third parties, as required. • Delegates jobs and tasks, as approved by supervisor, to appropriate employees, providing complete information and resources to properly complete such jobs and tasks. • Timely provides Rayburn management with complete reports on work and tasks performed as such reports are requested or required. • Performs any other duties as assigned by supervisor or executive management. Job Specifications / Skills Required Education: High School Diploma or General Equivalency Diploma (G.E.D.) Experience: 3+ years of related work experience Skills: Proficient in Microsoft Office Excellent organizational skills, detail orientated, and ability to multitask Excellent verbal and written communication skills Self-motivated and able to work effectively in a team environment; willing to assist others Operating a forklift Open mindset for change and departmental growth Physical Demands Ability to sit for extended periods of time at a computer workstation. Ability to perform repetitive motions in order to use a computer keyboard, mouse, test equipment and operate hand tools. The employee must occasionally lift and/or move up to 20-50 pounds; open file cabinets and bend or stand as necessary.