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Business Manager - Raba Kistner, Inc. (Austin, TX)

compensation: Negotiable
employment type: full-time

OVERVIEW:

Responsible for coordination of all business, financial, and administrative support for the Austin Regional Office. Carries out Corporate policy and procedure implementation and maintains effective communication and working relationships with Corporate Finance and Administration. Includes organization and maintenance of files, documents, workflow, and confidential information.

Will also perform duties as directed by Chief Financial Officer, Corporate Office, for finance and administrative functions and Vice President of Human Resources for personnel and benefit functions.

RESPONSIBILITIES:

ADMINISTRATIVE

• Serves as the confidential administrative/secretarial support to, and as required by, Direct Report
• Demonstrates the highest degree of professionalism, initiative and discretion in performing duties
• Demonstrates a high level of clerical competence, with the ability to apply skills and knowledge to practical problems on a daily basis. Shall have high level of skills and the ability to deal with clients and staff effectively
• Screens and directs incoming calls for Direct Report or other senior leadership in a professional and courteous manner in Vice President’s absence
• Schedules activities for Direct Report and maintains electronic calendar, schedules appointments, and makes travel arrangements
• Types and prepares reports and/or correspondence from handwritten and/or dictated text, and provides quality control (reviews for style, grammar, punctuation, spelling, etc.)
• Reviews prebills and coordinates with the Project Manager and Corporate office for final invoice runs
• Demonstrates a high level of competence with the ability to apply skills and knowledge to practical solutions on a daily basis (clients and staff)
• Establishes priorities and ensures deadlines are met
• Maintains files for Direct Report, including file set-up, maintenance, storage and retrieval
• Assists in maintaining accurate and updated information for the electronic Rolodex
• Assists and substitutes for other secretaries as needed
• Assists in proposal preparation. Responsible for the non-technical portions of the proposal
• Serves as regional office contact/liaison for Corporate Human Resources and health & safety matters. Supports Human Resource policies regarding employment, benefits, and records maintenance
• Serves as regional office contact/liaison for Finance and Accounting. Supports Finance and Accounting policies for accounts receivable, accounts payable, timesheets, expense ports, project initiation, billing and collections
• Coordinates all company-sponsored employee functions (i.e, picnic, holiday party)
• Manages all building maintenance and services. Interfaces with all non-project vendors (purchasing and complaints)
• Responsible for purchasing and maintaining all office supplies
• Knows schedule and location of office staff
• Prepares statements of qualifications/requests for proposals
• Assists Direct Report and CME Manager in supervision of secretarial staff
• Other duties as assigned

FINANCIAL:

• Serves as Austin confidential contact and supports Corporate Finance and Administrative initiatives
• Responsible for daily bank deposits and informs Corporate Finance and Administration
• Weekly monitoring of timesheets and expense reports for completion and accuracy
• Prepares electronic routing of vendor invoices with an emphasis on correct coding
• Manages and reconciles the petty cash account for reimbursement
• Supports Corporate Finance and Administrative billing procedures and deadlines by tracking and returning prebills within 3 business days of distribution
• Oversees all collection efforts and maintains close communications with Collections Analyst
• Assists in preparation for Quarterly Management Meetings and Strategic Planning Meetings

BILLING:

• Supervises the proper set up of all projects
• Supervises billing process for Austin Region
• Ensures billing data from RKIS is complete for export on Tuesday by noon
• Ensures proper report distribution and billing addresses on new projects
• Forward lien releases to Credit Manager for completion
• Other duties as assigned

QUALIFICATIONS:

• Degreed professional preferred. Minimum of 3-5 years’ experience in a business office management position or other similar accounting experience
• Good oral and written communication skills (bilingual preferred) to interact with U.S. and Mexico clients and staff to prevent costly and time consuming issues
• Advanced level skills in Microsoft Office (Microsoft Word, Excel, Power Point) with minimum typing speed of 55-60 wpm
• Possess valid Texas driver’s license and meet firm’s auto insurability requirements
• Must be able to obtain Notary Public Seal for State of Texas within 3 months from hire date
• Good organizational skills to utilize firm’s resources efficiently and effectively
• Basic math skills to verify calculations
• Ability to operate standard office equipment in a manner to produce quality documents
• Ability to produce typed reports in an accurate manner
• Must be mature, responsible, dependable, and accurate individual
• Requires a professional appearance, pleasant telephone voice, agreeable personality, and the ability to meet people and make them feel comfortable
• Must have the ability to efficiently handle multiple tasks
• Must be self-motivated and have ability to work independently
• Well organized
• Works well with all types and levels of people, both inside and outside of the firm
• Persistent, tactful and enthusiastic
• Works well without close supervision
• Ability to read and understand instructions, labels, reports, etc.
• Walking, standing, crawling, kneeling, climbing, and repeated bending as needed while inspecting building maintenance needs
• Distinguish colors and shades of color for evaluating and selecting building furnishings and furniture
• Light lifting and carrying (less than 15 lbs) to transport files and supplies
• Good time management skills and ability to balance short-term deadlines against long-term goals
• Presents a professional appearance to best represent the firm
• Must have proven record of dependability and be able to comply with all attendance and tardy requirements as noted in most current edition of Corporate Policy Manual
• Must be able to work beyond normal schedule when needed and is a true team player

WORKING CONDITIONS:

• Works in a normal office environment
• Work related responsibilities require occasional travel out of town to Raba-Kistner offices, client offices, and project locations, as necessary

Must pass a drug test prior to employment and will be subject to post-accident, random, and reasonable cause testing during employment.

Raba Kistner supports a diverse workforce and is an Equal Opportunity Employer who does not discriminate against individuals on the basis of race, gender, color, religion, national origin, age, sexual orientation, gender identity, disability, veteran status or other classification protected by law. Drug Free Workplace. Females and minorities are encouraged to apply.
  • Principals only. Recruiters, please don't contact this job poster.
  • do NOT contact us with unsolicited services or offers

post id: 7015017433

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