Maintenance Support Coordinator

Position Summary

Provides administrative support in a variety of functions to an individual, team, department(s), or another group in the organization, requiring a degree of independent judgment and a knowledge of policies and procedures. Serves as liaison with internal and external customers and stakeholders.

Key Responsibilities/Duties

• Responsible for the Department’s administrative affairs: planning, organizing, and coordinating staff issues; events; logistics; and other technical and complex administrative work
• Handle and maintain confidential and non-routine information
• Perform general administrative duties including preparing correspondence, filing and records management, providing phone coverage, redirecting calls, taking messages, scheduling appointments and maintaining office supplies and work area
• Administer direct supervisor’s and/or department employees’ calendars, scheduling meetings and appointments without clearance on occasion. Coordinate all travel for Director and other departmental staff including travel request and hotel accommodations as necessary
• Schedule and plan department, division, or other internal/external client services meetings, including logistics, technology requirements, meeting agendas, meeting notes, etc.
• Gather, format, and possibly create content for submission materials/content of Port Commission items
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or other offices. Provide information and general knowledge of company policies, practices, and operations
• Prepare letter and staff minutes; proofread for spelling, grammar and layout, making appropriate changes
• Review mail, ensure proper distribution, and respond accordingly to time sensitive correspondence
• Order office supplies, when needed
• Organize and maintain files in accordance with Auditing Standards and Port Houston’s Records Retention System and act as records liaison with that department
• Participate as an integral team member of the department, and provide customer service to all internal and external clients
• Create/generate specialized charts, reports, and distributing on a regular basis
• Create/administer tracking spreadsheets for various items: purchase orders, projects, expense reports, inventory, vendors etc.
• Collect, review, and may analyze data to prepare reports, charts, budgets, and other presentation materials to present yourself or for others
• Perform heavy general data entry tasks
• Prepare initial and reforecast budgets for approval and generally administer annual department budget
• Assist in writing/tracking department requests for proposals (RFP), request for Commission action (RCA), etc.
• Initiate and monitor purchase orders, check requests, and petty cash payments; review and process invoices for payment; prepares and maintains records of financial transactions
• Investigate and resolve invoice irregularities and billing disputes
• Design, create content, and maintain/update department intranet webpage (SharePoint/Shareport)
• Act in accordance with Port Houston core values (respect, excellence, accountability, diligence, and you)
• Perform other duties as assigned
  
  

Education And Experience

• Associate’s degree in Business Administration, Communications, or related major in a public or accredited private academic institution preferred
• 3 years of related experience administrative support required
  
  

Knowledge, Skills, Abilities And Behaviors

• Intermediate-advanced knowledge of Microsoft Office
• Proficiency in SharePoint, Kronos, JD Edwards, Cognos, Boarddocs, and BuySpeed software systems
• Knowledge of database management
• Advanced knowledge of fiscal management and reconciliation
• Budget preparation skills
• Event planning or coordination skills
• Strong decision-making skills
• Attention to detail
• Prioritization and organization skills
• Problem-solution oriented
• Expert written and verbal communication skills
• Interpersonal skills
• Strong customer service focus, internal and external
• Works well under pressure, regularly
• Ability to work autonomously
• Ability to interact and collaborate in a team environment
• Limited degree of independent judgment
• Professionalism
• Maintain general degree of confidentiality
• Desire to learn department area of focus
  
  

Key Competencies Required

• Building Trust
• Change Management (micro/departmental)
• Communications
• Flexibility
• Initiative
• Interpersonal
• Managing Priorities/Meeting Deadlines
• Planning & Organizing
• Resilience
• Teamwork
  
  

Port Houston is an Equal Opportunity Employer