Senior Administrative Assistant ($32.98-$43.03)

Position Summary:

The Senior Administrative Assistant plays a pivotal role in coordinating weekly meetings and providing general coordination within the departments. Responsibilities include managing appointment scheduling, meeting/event logistics, preparing regular reporting, distributing meeting notes, handling communications, processing expenses, coordinating project budgets and contract processing. The assistant will also be the department Coupa Superuser.

Job Duties:

• Provide general administrative support for the Development, Design and Construction departments, including handling calls, preparing agendas, managing schedules.

• Create accurate and detailed executive team presentation materials. Collaborate with various sources to ensure cohesive presentations.

• Manage presentation materials, logistics, and department events.

• Schedule meetings, coordinate conference room setup, and technology requirements. Assist with travel arrangements and expense reports.

• Track, distribute, and route documents for approval.

• Prepare various communications, including presentations, emails, and memos.

• Organize and maintain project and department files; process invoices and manage office supplies.  

• Support onboarding and setup for new hires.

• Coordinate and represent the department in weekly meetings.

• Prepare various communications, including meeting minutes.

• General office management including ordering office supplies and management of area printers

• Plotters management , including monthly billing reports and plotter maintenance and supplies

• Process expense reports.

• Prepare, research and submit Consultant & Construction contract requests.

• Process and execute PO’s, new supplier setups and supplier system maintenance.

• Code and approve department and project invoices.

• Train and advise on Coupa processing for the department and external suppliers.

• Work closely with Contracts Administration on special projects.

• Capital request routing/Filing for new and ongoing Development/Construction projects

• Other document routing including LOA’s, easements, etc.

• Upkeep of project name and coding list.

• Process project check requests & Non-PO invoices.

• Development/Construction bonds coordination.

• SAP Reporting - Job Cost Reports.

• Save/distribute project close-out documentation.

• Department representative as the Records Management Coordinator.

Minimum Qualifications / Other Expectations: