Department Assistant; Houston, TX

Position: Department Assistant (Houston, TX)
Job Description

Pay Rate: $25-$30hr
Client Job Title:
Department Assistant
Location:
Houston, TX 77027

Description:

The Department Assistant will provide support for the Procurement, Safety, Project Management Section Managers and Project Controls Section Managers of the Construction group to ensure continuity of daily department functions and operations by collaborating to provide and present department information. This position coordinates with department management to provide administrative services in conjunction with department and business line goals and objectives. Facilitates the dissemination of information to the department and project teams as part of the overall communications and department management process.

• Resolves questions regarding the department; research and provide appropriate answers.
• Prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, Access and other programs.
• Develop procedures pertaining to departmental and business line requirements and assist in the development of business initiatives for the department.
• Monitor department deadlines and benchmarks and support presentation of monthly progress reports including tracking action items and progress updates.
• Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include: department orientation and training, stakeholder meetings, management meetings, periodic reviews, etc. This includes catering meals for the meetings. Many are over the lunch hour. Occasionally breakfast meetings too.
• Coordinate Lunch & Learns events with outside vendors/subcontractors. We estimate 2-3 per month. Most of the requests come from Procurement Section Managers.
• Help coordinate all department events.
• Support the safety department with office-wide PPE needs.
• Coordinate the required training programs and records for department personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Assemble and analyze information involving business plans, and financial reports, resulting in the final business plan submission.
• Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
• Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
• Responsible for handling sensitive and confidential information.
• Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained.
• Book travel arrangements for the Procurement, Safety, Project Management Section Managers and Project Controls Section Managers.
• Complete expense reports as a delegate for the Procurement, Safety, Project Management Section Managers and Project Controls Section Managers.
• Assist in maintaining the Construction Fleet Truck.
• Performs other duties as assigned.

Requirements:

• Complies with all policies and standards
• High School Diploma/GED required
• Applicable office/clerical experience preferred. Advanced knowledge in Microsoft Word, Excel, Access and PowerPoint required. Will be creating slides for meetings.
• Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.
• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).

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.org or .jobs.

The Planet Group and our companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect.

We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.