Administrative Coordinator II

Raba Kistner, Inc.; Austin (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Raba Kistner, Inc. is seeking an Administrative Coordinator II to join the Consultants team in Austin, TX. The role supports the Business Manager and COO with clerical tasks, client deliverables, invoicing, and project setup while maintaining confidentiality and accuracy.

The position requires strong communication, proficiency in Microsoft Office, and the ability to handle multiple tasks in a fast-paced environment. This role offers growth within an engineering consulting firm in Austin.

Qualifications

• High School Diploma or GED required with 3 years of business/secretarial experience.
• Bachelor’s degree plus 2 years of related experience preferred.

Responsibilities

• Assist in preparing and distributing client deliverables (proposals, letters, reports) and proofread for grammar.
• Ensure accuracy when entering proposal opportunities and setting up projects; organize files and reports.
• Review and process vendor invoices into accounting software.
• Perform weekly billing and assist with project accounting and invoicing.
• Prepare and submit client invoices; coordinate revisions with project managers.
• Assist Accounts Receivable with collection efforts.
• Assist with client and vendor setup; maintain related documents and forms.
• Distribute designated reports as determined by project managers.
• Perform routine clerical duties (phones, greeting visitors, filing, data entry, etc.).

Skills

Oral and written communication

Typing 60 wpm

Microsoft Office proficiency

Education

High School Diploma or GED

Bachelor’s degree in Business, Finance, Administration or related field

Tools

Microsoft Office Suite

Job description

Raba Kistner, Inc. Is a Premier Engineering Consulting And Program Management Firm. Our Purpose Is To Build a Better And More Sustainable World For Our Employees, Their Families, Our Clients, And The Communities We Serve. Our Core Values Are

• Community “We care for our communities”
• Integrity “We act with integrity”
• Passion “We infuse passion into everything we do”
• Quality “We believe quality comes from a culture of innovation and continuous improvement”
• Growth “We dedicate ourselves to personal and business growth”

Responsibilities

Raba Kistner is seeking a detail-oriented, dependable Administrative Coordinator II to join our Consultants team in Austin, TX. Under limited direction, performs clerical and administrative office support functions to assist the Business Manager in supporting policies, goals and objectives established by the Chief Operating Officer and the Board of Directors. Work is performed with considerable latitude for use of initiative, independent judgement and primarily involves confidential and sensitive correspondence and communication.

Other responsibilities include:

• Assists in the preparation of, assembles and distributes client deliverables (proposals, letters, reports, correspondence, etc.) proofing for grammatical correctness, typing and spelling errors and ensuring compliance with company formats.
• Ensures accuracy when entering proposal opportunities and setting up projects into RK intranet. Organize and maintains proposal/project files, logs, and reports.
• Reviews and processes vendor invoices into accounting software.
• Perform weekly billing process, adhering to project specific requirements.
• As directed, assists with review and quality control of project accounting and invoicing for work produced by others.
• Prepares and submits client invoices, working with project managers making revisions if necessary.
• Assists Accounts Receivables departments with collection efforts.
• Assist with client and vendor setup, maintaining related documents and forms
• Distribute designated reports as determined by project managers.
• Perform routine clerical duties (answering phones, greeting visitors, maintain common areas and inventory, copying, scanning, filing, collating, route incoming/outgoing mail, data entry, etc.), as needed.
• Carries out all Raba Kistner's policies and procedures, implements and maintains effective communication and working relationships with other departments.
• Handles broader administration functions and reporting.
• Take initiative and maintain the proper flow of workload to ensure deadlines are met.
• Demonstrate a high level of competence with the ability to apply skills and knowledge to practical problems on a daily basis.
• Provide organization and maintenance of files, documents, workflow, and confidential information.
• Provide travel arrangements for work-related activities, as needed.
• Provide organization and maintenance of files, documents, workflow, and confidential information.
• Assist with building maintenance requests, as needed.
• Plan and coordinate business meetings and events, as needed.
• Perform other duties as assigned.

Qualifications

• High School Diploma or GED required and three (3) years of business and secretarial experience in a professional, fast-paced environment and post high school studies related to business and/or administrative support preferred.

OR

• Bachelor’s degree in Business, Finance, Administration or related field and two (2) years of related experience.

Good oral and written communications skills and ability to work in teams at different levels within the organization. Proficient in Microsoft Office (Word, Excel, Access, and Outlook) with a minimum typing speed of 60wpm. Able to demonstrate strong math skills and familiarity with accounting principles/systems. Must be self-motivated with good attendance record and be a true team player.

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to sit, stand, walk, stoop, crouch, stop, and talk. Required to lift and/or move 25 pounds. Frequently required to use hands and reach. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually quiet (library, private office, etc.)

Position may require protracted or irregular hours. Flexibility to work irregular hours is necessary due to client needs.

EOE/Disabled/Veteran

Drug Free Workplace