CallisonRTKL

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Administrative Assistant (0-3 yrs. exp.)

at CallisonRTKL

Posted: 7/9/2019
Job Reference #: *F879BDC9DAE37FCF

Job Description

Title
Administrative Assistant (0-3 yrs. exp.)

Requisition Number
19-0210

Location
Dallas

Description

CallisonRTKL seeks a reliable, organized, and enthusiastic administrative assistant to join its Healthcare Group in the Dallas office. This position will provide proactive administrative support for vice presidents, project managers and project teams. This position interacts with internal staff, clients, and contractors which requires diplomacy and discretion.

Responsibilities

  • Provides administrative support, including but not limited to maintaining calendars, scheduling meetings, preparing correspondence, maintaining filing systems, creating PowerPoint presentations, and preparing courier mailings and distribution of documents and correspondence
  • Answers phones and assists clients of assigned managers
  • Sets up correspondence matrix, and filling system as it relates to construction administration chronological number system
  • Maintains date stamps, action stamps, and/or architectural seals
  • Maintains project central files, prepares expense reports and coordinates travel for key staff
  • Maintains a high level of confidentiality/discretion on specific tasks
  • Copies documents and drawings and provides follow-up to assure timely delivery
  • Prepares conference rooms for client or in-house meetings, arranging food and/or beverages as needed
  • Coordinates travel arrangements for managers using Concur
  • Tracks travel among team members as needed
  • Tracks absences and travel schedules while informing the reception team
  • Creates project binders for new projects
  • Acts as point person for keeping practice group’s collective contacts updated
  • Coordinates mailer postage and distribution with mailing house per pre-established schedule
  • Reviews weekly timesheets and verify project progress reports; some interaction with accounting on accounts payables and invoices
  • Provides back-up to receptionist and assists with meeting coordination
  • Performs work in a manner that demonstrates a commitment to quality
  • Contributes to a collaborative environment and an open communication process that shares information and best practices
  • Works with IT and HR to prepare for and welcome new staff to the project team


Requirements
  • High school diploma or its equivalent required
  • 1-3 years of experience in an administrative role
  • Experience supporting project teams and schedules preferred
  • Experience in A/E/C firm is preferred
  • Strong interpersonal skills
  • Self-motivated multi-tasker with a positive attitude
  • Lifting up to 40 lbs.
  • Must have flexibility to work overtime as needed
  • Proficient in MS Office Suite
  • Advanced word processing skills and basic graphic skills
  • MS project experience preferred
  • Deltek Vision experience preferred
  • Excellent written/verbal communication skills
  • Strong attention to detail with excellent follow-through skills