Administrative Support Specialist - Military veterans preferred

Description:

JOB SUMMARY

Responsible for overseeing all administrative activities in support of the Engineering Department and to the Deputy Executive Director COO. This position reports to the Executive Director COO or his designee.

ESSENTIAL JOB FUNCTIONS

• Performs Executive Administrative tasks: coordinates upper-level management meetings; Prepares correspondence on behalf of the Executive Deputy Director & COO, Director of Engineering, and Director of Capital Projects and handles sensitive information in a confidential manner. Coordinates Engineering meetings and correspondence with Consultants, Contractors, Vendors, Airlines, tenants, Government Agencies, and internal departments within the airport; plan, organize, coordinate, and control all administrative and operational procedures, activities, and documentation; inputs Engineering purchase requisitions in Dynamic GP and Kahua; and creates Work Authorizations for On-Call consultants. This position will assist project managers with inputting data entry in Kahua but not limited to contracts, purchase orders, invoices, pay requests, vendors, budget adjustments, change orders, and purchase order change orders.
• Books travel arrangements for Engineering and Capital Project Staff; files travel reimbursement claims with finance department; sets-up conference room equipment and troubleshoots problems with conference room equipment; and coordinates online meetings with external design consultants.
• Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures: receives and reviews various documents such as: work authorizations, change orders, and reviews; completes, processes, forwards or retains as appropriate; prepares or completes various forms, correspondences and other documentation such as: spreadsheets and Airport Update Presentations for upper level management presentations; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
• Carefully review invoices related to engineering projects for accuracy and compliance with contract terms. Ensure all billed items are justified and correlate with work completed. Manage the invoice approval process by obtaining necessary signoffs from project managers and department heads.
• Handle the preparation, submission, and tracking of pay applications. Work closely with contractors and project managers to ensure that all documentation is accurate and submitted on time. Verify that all supporting documents align with the milestones or progress payments stipulated in the contract.
• Process payments in an efficient and timely manner. Maintain up-to-date records of all transactions and prepare accounts payable reports for the engineering department. Reconcile operating and capital project accounts payable transactions to ensure that all bills are accounted for and properly posted.
• Maintain comprehensive project financial records, including contracts, amendments, invoice logs, and payment records. Ensure all financial information is ready and available for audits.
• Assist with the preparation and maintenance of project budgets, providing detailed insights into spendings and forecasts based on invoices and payments processed. Help identify budget variances and report them to management.
• Serve as a key point of contact between the engineering department and external vendors or contractors regarding billing and payments. Resolve any discrepancies in billing and ensure clear communication to prevent future issues.
• Operates or uses various equipment and supplies to complete work assignments; operates a personal computer to enter, retrieve, review, or modify data, utilize word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• This position is responsible for the coordination and execution of special events/capital project meetings related to the Engineering/Capital Projects department or for the Executive Deputy Director & COO. This includes but is not limited to running errands, catering, event planning, marketing, and creating presentations/reports.

MINIMUM REQUIREMENTS TO PERFORM WORK

• High School Diploma or GED required, with a minimum of four (4) years of experience in an administrative role, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Strong accounting/financial background, preferred.
• Proven experience in executive administrative support, meeting coordination, correspondence management, Accounts Payable Clerk, or similar role, preferably within an engineering or technical environment.
• Strong understanding of basic accounting principles and proficiency in accounts payable.
• Excellent attention to detail and the ability to manage multiple tasks simultaneously.
• Strong organizational, time management, and problem-solving skills.
• Proficient in MS Office, with a strong emphasis on Excel, and PowerPoint; familiarity with accounting software is preferred.
• Proficiency in software such as Kahua (or other PMIS), Dynamic GP, NetSuite, and online meeting platforms.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with discretion and professionalism.

Specific License or Certification Required

Valid South Carolina driver's license.

PI270734522