What are the responsibilities and job description for the Maintenance Support Coordinator position at Port of Houston Recruitment?
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
Knowledge, Skills, Abilities and Behaviors :
Key Competencies Required :
Port Houston is an Equal Opportunity Employer
