Administrative Coordinator

Title: Lead Administrative Services Coordinator

Schedule: M—TH (4/10’s) 630am – 5pm

Location: 4700 S Shaver St Houston, TX 77034

Duration: 6-month contract extension permanent conversion (based on budget and performance)

Pay Rate: $25/hr.

Start Date: ASAP (Their current admin retires in September, so will use the next few months as knowledge transfer)

Interview Process: One Virtual Interview

Required Skills & Experience

8 years of experience performing clerical and / or administrative duties (flexible, less or way more)

Data Entry

Working in SAP (invoices, WO’s)

Approving timekeeping entries

Meeting coordination / calendar coordination

PowerPoint presentation (putting packages together)

Facility arrangement (reserving meeting rooms)

Anything to support the department needs

HS Diploma

MS Office (Word, Excel, PowerPoint & Outlook)

Industry (oil & gas is fine)

Nice to Have Skills & Experience

Concur Experience with Concur (Expense reports)

Primavera (P6)

Job Description

A utility company in the South Houston area is looking for a Lead Administrative Services Coordinator to join their team. This is the Transmission Field Operations team. They will provide clerical, administrative, and invoicing support for Transmission Field Operations management, staff, and union employees.

Provide clerical, administrative, and invoicing support for Transmission Field Operations management, staff, and union employees.

Essential Duties/Responsibilities:

• Review timesheet data daily in Time App and enter any appropriate time in SAP for bargaining employees.
• Generate reports for Transmission Operation management.
• Support Transmission Contracting Administrative Services Coordinator and Senior Administrative Assistant as a substitute.
• Schedule meetings, reserve conference rooms and arrange for catering if needed for meetings.
• Take minutes and maintain meeting documents for CenterPoint Energy, safety advisory and core team meetings.
• Set up presentation for monthly safety meeting.
• Maintain safety meeting roister for the department.
• Enter Advanced Safety Participation forms in Energize by You
• Set up presentations in Bright Author.
• Assign work orders to contractors in SAP.
• File completed work orders, timesheets, purchase orders with invoice backup, and other data daily.
• Generate total material reports using SAP and extract into monthly Excel report.
• Monitor and generate Contract Status Report using SAP and extract into monthly Excel report.
• Review and edit bid documents using Microsoft Word, Excel, and Adobe Writer.
• Review and enter work order summary report data into Access database.
• Review, edit, and enter long text into completed SAP work orders.
• Gather and create closing packets for work orders containing header sheet, long text, cost report, material report and Access summary report.
• Research for analysts on problems they have.
• Train new analysts on workorders and Wfms.
• Answer questions on cost center budget monthly and make corrections to budget.
• Generate purchase requisitions in Coupa.
• Process invoices in Coupa.
• Track invoices in Coupa for payment.
• Track contract in Coupa for information.
• Utilize OnePay system to reconcile Division OnePay cards and to arrange travel for employees.
• Produce/edit internal and external letters, memos, reports, technical papers, presentations, visual aids, etc.
• Interact with Building Services, vendors, internal/external customers to resolve requests/issues.
• Maintain Coffee Bar and Stationary Room supplies for Transmission Operations.
• Support Union employees with answer to questions.
• Maintain Badges, Substation Keys and Twic cards.
• Tracking computers, cell phone and MiFi
• Retention schedule for files.
• Assist with blood drive for the service center.
• Order annual, oversize and hubometer permits for vehicles
• Other duties as determined by Manager to support division goals and objectives.