Operations Project Specialist

Administrative Assistant

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.