Administrative Assistant - Rimkus Building Consultants

We are currently seeking a full-time Administrative Assistant to join our team in our Dallas area office due to growth to coordinate and oversee day-to-day office administrative functions, including office organization, file and records management, purchasing, mail distribution, client invoicing, and office maintenance and security. In this role you will also support the business needs of the Office Manager and perform administrative duties for office personnel. Your level of responsibility is projected to expand with office growth and may (or may not) include supervising administrative staff in the future. You will be working under general supervision, exercising initiative and independent judgment in the performance of tasks. In return for your talent and effort, we offer opportunities for advancement as well as a benefits package including medical, dental, vision, and life insurance, a matching 401K and PTO. This positions salary range is in between $40-44K. 

This position will be worked from our office in the Dallas,TX area. Your training will be conducted in the office in person and via MS Teams. This is a salaried non-exempt position in which overtime may be occasionally required and compensated as such.

• Prepares general correspondence and emails.
• Answers phones and routes calls and messages to office personnel.
• Enters incoming assignments into company system with accuracy and extreme attention to detail.
• Communicates with clients professionally at all times.
• Ensures timely review of invoices and submits to clients via email or client portal.
• Maintains assignment-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company’s business.
• Coordinates physical evidence storage and maintain accurate evidence records.
• Processes document requests for legal subpoenas.

General Office Administration

• Schedules and organizes activities such as meetings, and other activities for the office.
• Processes new assignments, check requests, and third-party invoices.
• Answers phones and routes calls to office personnel.
• Works in conjunction with other administrative staff in the office.
• Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
• Attends and participates in monthly region administrative conference calls.
• Performs other duties & assists experts with various tasks as assigned.
• May assist the District Manager and Business Development Manager with client collections.

Required Education and Certifications 

• High school diploma with some college.
• Associate degree or higher desired.
• Minimum of 5 years’ experience in an administrative capacity.
• Experience in legal, construction, insurance industries a plus.

Required Skills and Abilities 

• Must have strong interpersonal skills, including professional tact and diplomacy.
• Must be able to handle sensitive and confidential information.
• Must be able to understand departmental operations and procedures.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have working knowledge of a variety of computer software applications including word processing, spreadsheets, email, and presentation software (MSWord, Excel, Outlook, PowerPoint, and Teams), and other technical software and database (SharePoint, etc.) programs.
• Must possess good business writing, editing, and proofreading skills.
• Must be able to effectively complete tasks with continual attention to detail, establish priorities, and meet deadlines.
• Must have the ability to read, analyze, and understand information and ideas presented in writing.
• Must be able to respond in writing or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
• Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.  

Rimkus is an EEO/Affirmative Action Employer and will make all employment-related decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.