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New Braunfels Utilities · 5 days ago

Administrative Assistant - Real Estate

Service Center, New Braunfels, TX, US

Full-time

Onsite

Entry Level

$22.12/hr - $28.20/hr

1+ years exp

New Braunfels Utilities is seeking an Administrative Assistant for their Real Estate Services department. The role involves providing administrative, clerical, and accounting assistance while managing project workflows, budgets, and customer service inquiries.

Electrical DistributionEnergyGovernment

Growth Opportunities

Responsibilities

Responsible for flow of work orders to include: Receive project plans, creation and distribution of work order assignments and monitor of process

Monitor O&M project budgets and expenditures

Work with firms, engineers, architects, consultants, developers and property and business owners; communicates policies, requirements, processes, codes, and standards

Ability to read & analyze engineering drawings, system maps, plans, designs, blueprints, and department plats to determine work requirements and objectives

Maintain up-to-date fiscal year records of expenditures with appraisal, survey and title firms

Coordinate project close out with other departments

Ensure accuracy of tasks and submittals for work orders; ensure policies and procedures are followed

Monitor and update submittal intake process

Receive, code, track and process invoices for payment

Create and track requisitions for purchases and payments

Monitor and administer P-card program for department

Purchase department tools and equipment with manager approval

Purchase and maintain adequate level of office supplies and materials

Reconcile invoices to purchase orders and work orders

Coordinate and monitor department O & M budget

Track general capital account expenditures

Track and maintain financial data related to capital projects

Prepare and analyze financial summaries in detail

Collaborate with department manager on preparation for future fiscal year budgets

Responsible for effective customer service to include use of independent judgment in making decisions for handling customer issues or inquiries; routing calls & messages

Assist in development, interpretation, and maintenance of standards, specifications, policy, and procedures related to departmental operations

Compose department correspondence and forms

Perform routine duties such as make copies, fax, email, file, answer and route phone calls to department personnel

Responsible for organizing and maintaining accurate and efficient calendar of appointments and meetings

Organize and make travel arrangements for department staff

Process professional license renewals

Maintain reports on department performance measures for manager and Executive Director

Coordinate training and development schedule for staff

Receive and monitor employee leave requests

Review bi-weekly time entry for accuracy and completeness. Create ADP reporting for manager approval

Record Retention Liaison Officer

Public Information Officer for department

Maintain regular attendance; leave schedule should be managed so as to not interfere with ability to accomplish tasks, including special projects and assignments with deadlines

Adhere to NBU safety guidelines and practices at all times and in all situations

Maintain a clean and safe work area, office, field site and vehicle as applicable

Develop & maintain effective customer service skills for communications with co-workers, customers and the public in general

Maintain strict confidentiality of business, employee and customer information in written and oral communications and safeguard sensitive documents

Adhere to NBU policies and procedures

Exemplifies NBU Core Values

Participate in and support initiatives to reach annual NBU Performance Measures