FEC Administrative Specialist

Overview

Division: First Equipment Company
Project Location(s): Houston, TX 77006 USA
Minimum Years

Experience:

(not specified)
Travel Involved: (not specified)
Job Type: Regular
Job Classification: Experienced
Education: (not specified)
Job Family: Administrative Support
Compensation: Salaried Exempt

Position

Description:

Perform daily administrative tasks and services to facilitate work for functional business team (e.g., Procurement department).

• Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit function. (e.g., Procurement department).
• Perform administrative services including processing mail, overnight mailings, photocopying, filing, manage phone list, process invoices, and order supplies and stationery.
• Edit and assemble documents and reports.
• Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate escalation.
• Develop general knowledge of contract documents, understand contract types, and select correct contract forms to support Procurement activities.
• Generate contracts within Procurement module system of record (e.g., SAP) and ensure accuracy of details.
• Upload documents into Docu Sign system, maintain Subcontractors' updates, and track through to completion while maintaining executed contracts.
• Maintain organized filing system and coordinate document retrieval.
• Track Certificate of Insurance (CoI) renewals and maintain up-to-date documentation and details in system of record.
• Assist in development of bid lists for trade items, coordinate pre-bid meetings, may distribute bid documents, and assist in receiving bids.
• Assist in preparation of assigned spreadsheets to confirm bidder compliance with contract documents.
• Conduct prequalification research and follow-up with subcontractors to assist in completion of prequalification process.
• As directed, contact vendors and subcontractors during bidding phases to determine coverage of trade items and identify problems and forward to Procurement Agent.
• Receive questions from bidders and obtain clarification through Procurement Agent and forward answers to bidders.
• Track and request missing or expiring insurance, verify insurance requirements for compliance with agreements, and follow up with stakeholders as required until resolved.
• Proofread work before presenting to Procurement Agent/Manager for signature.
• Compile and route agreements for execution using Docu Sign system.
• Release and update contract and insurances; update halt codes within Procurement database as directed.
• Organize Procurement documentation for distribution and filing.
• Organize local distribution and storage of executed contracts, agreements, and related documents in shared document system.
• Manage Subcontractor prequalification files; obtain and enter values for current EMR, and financials into Prequalification system.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities across company.
• Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
• Contribute innovative ideas for continuous improvement and effectiveness of team.
• Other activities, duties, and responsibilities assigned.

• High School Diploma and minimum of 5 years of relevant administrative assistant experience, required
• College degree and/or relevant administrative skills certification, a plus
• Construction, Purchasing, Procurement, or other related experience, a plus
• High degree of detail, accuracy, and organizational skills
• Maintain confidential information
• Work independently, with some oversight, and as part of team
• Approachable, proactive, positive, and professional attitude
• Professional verbal communication and written business communication skills
• Able to conduct research and effectively proofread
• Exhibit active listening skills and follow through on commitments
• Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
• Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment
• Familiar with Procurement systems and Docu Sign
• Limited travel

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls;

and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the…