Operations Project Specialist

Responsible for assisting with project tracking, invoice approvals, data entry, scheduling, file management, corresponding with multiple parties, preparing reports and documents, and organizing day-to-day routine tasks. Provides administrative support to the Logistics Manager, Project Coordinator Supervisor, and Operations Department.

Principal Duties and Responsibilities / Knowledge

• Assists with managing multiple priorities and working effectively in a deadline-driven environment.
• Creates purchase orders and supports project workflows and processes.
• Assists with the development and submittal of contract and project related status reporting.
• Provides support between Rayburn employees and contractors, brokers, vendors, and suppliers.
• Updates file share locations so that documentation remains current and accessible.
• Prepares and tracks contracts with contact management software (e.g., AIA).
• Submits new project request forms to Accounting Department.
• Tracks and verifies certificate of insurance (vendors, services, and contractors).
• Manages and updates project management platform (e.g., Microsoft Projects).
• Manages the invoice approval process to verify that all materials have been received and collaborates with the warehouse and the field crews prior to payment.
• Assists with monitoring the Operations team calendar, deadlines, deliveries and material delays for field operations and project coordination.
• Schedules, prepares, and organizes appointments and meetings for the Operations Department.
• Assists with facilitating communication between office and field personnel.
• Provides timely updates to team on project changes or delays.
• Assists with material receipt and delivery in the warehouse facilities as needed.
• Collaborates with the warehouse on tracking missing material and holding vendors accountable.

Key Accountabilities

• Complies with all policies, procedures and confidentiality requirements or obligations, effective as a result of employment with Rayburn.
• Timely shares complete information with others including Rayburn management and staff, contractors, and other third parties, as required.
• Delegates jobs and tasks, as approved by supervisor, to appropriate employees, providing complete information and resources to properly complete such jobs and tasks.
• Timely provides Rayburn management with complete reports on work and tasks performed as such reports are requested or required.
• Performs any other duties as assigned by supervisor or executive management.

Education:

High School Diploma or General Equivalency Diploma (G.E.D.)

Experience:

3+ years of related work experience.

Skills:

• Proficient in Microsoft Office
• Excellent organizational skills, detail orientated, and ability to multitask
• Excellent verbal and written communication skills
• Self-motivated and able to work effectively in a team environment; willing to assist others
• Operating a forklift
• Open mindset for change and departmental growth

Physical Demands

• Ability to sit for extended periods of time at a computer workstation.
• Ability to perform repetitive motions in order to use a computer keyboard, mouse, test equipment and operate hand tools.
• The employee must occasionally lift and/or move up to 20-50 pounds; open file cabinets and bend or stand as necessary.

We expect employees to be honest, trustworthy, and operate with integrity. Discrimination and all unlawful harassment (including sexual harassment) in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected veteran status or employment status.

We support and obey laws that prohibit discrimination everywhere we do business. We fully consider all qualified applicants including those with a criminal history.