Administrative Assistant for Operations/Receptionist

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Located in New Boston, TX

Salary: $41,000

Position: Administrative Assistant for Operations/Receptionist

Location: Hooks, Texas

Hours: Monday-Friday 8am-4:30pm

Pay: $41,000

Apply Now: Heather.Buster@Expresspros.com

 

 The Administrative Assistant for Operations/Receptionist provides support for the Operations division, manages the receptionist duties and reports directly to the Executive Vice President/Chief Operations Officer (COO).

 

 PRIMARY RESPONSIBILITIES

• Receptionist duties as assigned
• Provide assistance to COO and Operations staff as necessary for assistance with day-to-day operations including budget planning & management, procurement, property management & maintenance and contract negotiation
• Coordinate & maintain communications with COO and Operations staff, contractors, tenants and prospects to schedule meetings and send invitations to participants as necessary
• Communicate with contractors and vendors regarding insurance certificates, tax certificates, W-9, payments, etc.
• Attend and record minutes for Pre-Construction Meetings, Bid Openings and other Operations meetings as necessary
• Assist COO and Operations staff to create, update, and review construction contractual documents, change orders, pay requests, etc. and arrange for revisions as necessary. Communicate with contractors/vendors and keep them updated on the status of contracts as necessary
• Assist COO, Operations staff and other departments in preparation of Request for Qualifications for professional services solicitations, advertisements for bids for construction services, review & evaluation of solicitations & bids and correspondence with respondents as necessary
• Assist COO and Operations staff with development of financial models including revenue projections and budget expenditures as requested
• Assist COO and Operations staff to archive and maintain contracts, correspondence, meeting minutes, pay request change orders and other contract documents in the project folder including electronic and/or hardcopy as necessary
• Create and maintain contractor and vendor contract files for Operations projects
• Obtain purchases orders for Operations activities as required
• Coordinate with COO and Operations staff for collecting and maintaining as-built maps and plans and for records filing and ensure compliance with records retention policy

 

 

• Assist COO and Operations staff in performing construction, funding (grant), operational and economic development research
• Coordinate with other departments as necessary
• Coordinate with COO and assist with scheduling, correspondence, travel arrangements, training and other activities
• Other duties as assigned

 

KNOWLEDGE AND SKILL REQUIREMENTS

• Strong working knowledge of Microsoft Office and Adobe
• Outstanding oral and written communication skills, initiative and ability to be motivated
• Ability to produce quality materials with tight timeframes and simultaneous projects
• Working knowledge of QuickBooks preferred
• Ability and initiative to learn new software
• Background in construction and contract documents preferred

 

SALARY AND BENEFITS

Salary commensurate with qualifications. Health, Vision, Dental, and Life for employee are provided. Family benefits are available. Generous 457(b)/401(a) and leave package are available after 6 month vesting period.

 

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Apply Now