cities_midland

MIDLAND

Regional Coordinator

Location: Midland, REQ421

SUMMARY:

Responsible for coordination, execution, and management of all administrative support functions for both a specific region and one or more lines of business, including Executives, Engagement Managers, and Discipline Leads; also includes both routine and complex support to all employees in the region and/or line of business, as well as coordination and execution of other company-related programs and events

ESSENTIAL FUNCTIONS:

  • Provide basic to complex administrative support to both Regional Executives Line of Business Executives and ensure successful coordination with Engagement Mangers and Discipline Leads when necessary
  • Create, coordinate, and manage all administrative aspects of regional/line of business work projects to include:
    • Opportunity set up including budget and billing structure from contract terms
    • Draft, review, and finalize project proposals, contract amendments, sub-consultant agreements
    • Assist DL’s and EM’s with processing markups and finalizing invoices and statements as requested
    • Facilitate/coordinate project financial reporting as requested by DL or EM
    • Assist with QA/QC administrative set up
    • Post contract functions to include invoice set up, retainer collection (if applicable), etc.
    • Complete all project close-out functions
    • Track all steps of the project process, as well as all related documents, in the applicable system(s)
  • Assist EM’s and DL’s with project research and proposals
  • Create, compile and prepare reports, specifications and project manuals to standardize non-technical content and bidding procedures based on client guidelines, project OPC and city requirements; upload, maintain and track these documents in all clients’ applicable systems
  • Analyze financial data and create all related recurring reports (write-offs, accounts receivable, unbilled work, and profitability), create project fee graphs, and analyze data reports; actively participate in related meetings on the same
  • Develop work flow processes and systems as needed to increase efficiency and ensure deadlines are met
  • Through both basic and advanced-level word processing, provide general administrative support to the department through the creation of correspondence, master documents, presentations, spreadsheets, reports, and other documentation as needed
  • Perform other general support functions such as compiling expense receipts and preparing related reports, tracking mileage, scheduling and managing meetings, organizing and managing travel arrangements, including tracking and process expenses (double check license and registration management)
  • Documentation for both external/internal, including meeting minutes, agendas, presentations, etc.
  • Ability to meet all working conditions, physical demands, and minimum requirements outlined in this job description with or without reasonable accommodation, as applicable under the ADA, and as needed

WORKING CONDITIONS:

  • Full-time position of 40 hours per week on a set schedule as determined by the company; may be required to work overtime
  • Air-conditioned office environment
  • Occasional exposure to outside and weather if attending outside meetings or running errands

 PHYSICAL DEMANDS:

  • Sit for extended periods of time
  • Walk, stand, bend, squat, twist and reach
  • Simple grasping and fine manipulation
  • Extended computer work/keyboarding and mouse manipulation

MINIMUM QUALIFICATIONS:

Education/Experience

  • High school diploma/GED; however, at least an Associate’s Degree in business strongly preferred
  • At least three to five years previous administrative experience, specifically with the coordination of departmental functions for a mid- to large department

Technical Knowledge, Skills, and Abilities

  • Solid knowledge of and proficiency with MS Office (Word, Excel, Power Point, Outlook), specifically with preparing reports, graphs, presentations, etc.
  • Ability to effectively coordinate with and support a large group of employees, including creating and managing processes and procedures
  • Prior exposure to and working with proposals and contracts
  • Ability to compose correspondence, analyze data, and draft structured reports
  • Strong proficiency with typing/computer operation

Soft/Other Skills

  • High attention to detail
  • Ability to prioritize, organize, and multi-task effectively
  • Strong initiative and follow through
  • Strong communication skills, both verbal and written
  • Ability to handle sensitive information in a professional and confidential manner
  • Ability to exercise independent judgment to make decisions in accordance with established documents, policies and procedures and to interpret such when necessary

 PREFERRED QUALIFICATIONS:

  • Associate’s or Bachelor’s degree in business
  • Prior experience with Deltek Vision & Newforma systems
  • Prior experience in supporting high-level executives
  • Prior experience in/exposure to engineering/design services environment

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