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Position Title:Administrative Assistant - Engineering
Department:Engineering
City/State:Charlotte / NC
Email resume to:lhcareers@lincolnharris.com
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Position Description:
SUMMARY
Provides clerical, secretarial, and administrative support to VP, Operations Manager and Engineering team. Interacts with a diverse group of internal and external customers at all levels of the organization. Handles correspondence, file maintenance and management, meeting planning and scheduling including conference rooms, and report preparation. Implements process enhancements and business initiatives.

DUTIES AND RESPONSIBILITES:
Handles administrative needs for VP Operations Manager including but not limited to: emails, filing, faxing, copying, mail, expense reports, client directories, and overnight packages

Schedules, monitors, creates, and distributes meeting minutes of conference calls/meetings

Organizes and executes special projects as needed

Tracks and reports on key performance indicators and metrics to include cost savings, staff training, vehicle fuel usage, and vehicle repairs

Maintains Operations files and records

Administers Time and Attendance for Engineering team

Assists Managers with administrative and tracking support for special and capital projects

Administers Uniform program

Reviews and interprets local policies, procedures, and administrative directives; makes recommendation for adjustment as appropriate

Administers engineer department’s vacation schedule

Identifies potential problems and communicates with appropriate supervisor to ensure identification of corrective action

Files documents as required

Maintains Department’s computer files for accuracy and routinely clean to delete old data

Creates and maintains distribution lists for employee/manager communications

Facilitates data collection and start up and maintenance of multiple work orders systems

Manages/Oversees multiple work order systems

Provides training programs for work order systems

Monitors engineer training in the Learning Center

Creates summary for VP Operations Manager’s monthly corporate expenses

Maintains prospected candidate reports

Manages Engineering Labor Charges Invoicing report

Maintains/keeps current the Engineering Alignment and Engineering Property structure data list

Maintains engineering PTO spreadsheet and verifies coverage

Manages monthly and annual ICSD Engineering reports

Monitors vehicle costs

Provides reports and graphs from work order system

Tracks Engineer overtime

Prepares required property inspection permits for Operations Manager’s review

Manages the distribution of new property Short Form Contacts and the reviews process of Short Form Contracts

Processes and tracks invoice payments

Reviews New Vendor requests

Assists in creating Property Condition Assessment reports

Maintains portfolio and allocation spreadsheets

Maintains fleet vehicle toll transponders

Maintains vendor/employee contact lists for the engineering department

Maintains monthly Manhour reports

Works with IT in setting up New Hire computer/email/cell phone requirements

Orders and processes engineer marketing supplies

Manages ICSD engineering mapping program as needed

Assists VP Operations Manager with special assignments; i.e., reports, spreadsheets, presentations, PM schedules etc.

Handles other duties as assigned
Position Requirements:
High school diploma or GED equivalent; Associates Degree preferred

At least three years of current administrative experience.

Strong verbal and written communication as well as interpersonal and presentation skills

Ability to work independently and in a team environment.

Organized and detail oriented

Ability to multitask, set priorities, and meet deadlines

Proven record of providing excellent service to internal and external customers

Ability to exercise independent judgment

Must maintain a high level of professionalism and confidentiality

Ability to handle multiple and changing priorities

Attention to detail and accuracy

Self-starter with a sense of urgency

Intermediate proficiency with computer programs including Word, Excel, Power Point, and Outlook email

Ability to read and interpret documents such as reports, policies and procedures, and safety rules

Ability to speak effectively to client, vendors, tenants and employees of the company
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