Institute for Building Technology and Safety

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Administrative Support

Administrative Support

Job ID 
2017-1343
# of Openings 
2
Job Locations 
US-TX-Kemah
Posted Date 
8/29/2017
Category 
Administrative Support

More information about this job

Overview

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities and work hard to maintain a culture that values our employees. 

 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization that was established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

 

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.

 

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce. S3 Residence, disability, and veterans encouraged to apply.

 

Explore the opportunities.

Responsibilities

IBTS is currently recruiting for a Project Administrator to provide administrative assistance for a contract involving field inspections and testing of FEMA Manufactured Housing Units (MHU’s) in the Houston, TX region on a high priority project with high visibility.  Field teams will perform installation and testing inspection activities to ensure the highest level of quality control is achieved for the MHU’s constructed by FEMA.  The Project Administrator may accompany the Project Supervisor and/or Project Manager to site meetings from time to time.  Work weeks may exceed 40 hours and may average 10 hours per day, on some occasions. The Project Administrator may be asked to work during weekends on occasion.

Key Responsibilities:    

  • Operations and records organization and coordination:  Manage the administrative duties of the contract which IBTS holds with FEMA. This requires coordinating and organizing assigned documentation as well as continuous collaboration with all team members.
  • Training and meeting coordination:  Manage and facilitate any training or meetings that occur on site in Central, LA or off site. This requires coordinating and organizing presentations and materials as directed.
  • Scheduling:  Coordinate scheduling, notifications, and site travel information. Track and maintain all project site visits, and when necessary assist field teams with site travel plans, arrangements, and providing required documentation. From time to time, Project Administrator may also visit field sites for coordination purposes as directed.
  • Report Processing: Receive, electronically track, organize and retrieve data, site reports, etc. as needed and requested by Project Supervisor, Project Manager, Director, and Field Teams in order to facilitate excellent communications across the project, and for delivery submittals.
  • Travel Voucher Control: Review, and reconcile field team travel vouchers, reconcile travel expenses charged to the project, and communicate as required with Federal Contract Manager and Accounting Department about payment status, monthly invoicing, etc.
  • Record Keeping and Control:  Track and maintain relevant project documentation, lists of tools inventory, and all data associated transmittals and responses.  Compile a weekly activity report, submit to Supervisor, and maintain appropriate procedures, forms, and field report findings.
  • FSP Organizational and Administrative Management:  The Project Administrator shall perform other general organizational and administrative duties as required in support of the project initiatives and activities.
    • Maintaining current manufacturer installation manuals and other applicable instructions & specifications
    • Maintaining any applicable project field report documents for fire/life safety compliance, testing reports, installation notes, installation photos, etc.
    • Maintaining applicable checklist information as related to the MHU’s being inspected and tested.
    • Keeping project log updated of all MHU’s visited, results, and MHU’s scheduled for installation and inspection.
    • Issuing and maintaining all meeting minutes, reports, notes, etc. to all identified team members.

Qualifications

  • Availability to start immediately
  • Project Administrator with construction inspections experience preferred but not required. Other fire protection and sprinkler system administrator experience also preferred, but general administrative background & expertise will be considered, along with past job experience.
  • The professional engineer (PE) and/or fire protection specialist shall have experience in acceptance testing of sprinkler and fire protection systems.
  • The professional engineer (PE) and/or fire protection specialist shall possess an active minimum Moderate Risk Public Trust Clearance
  • The professional engineer (PE) and/or fire protection specialist must possess outstanding interpersonal skills, written and oral communication skill, and the ability to work well with others in a team environment. Written reporting is a primary element of the job responsibilities.
  • Applicants must be able to commit to the minimum work schedule (5 days/6 days/9 days) at any given work period. Work days average 10 hours per day.

Work Scope Requirements:

  • Project Administrator will be responsible for working with technical teams and will be led by assigned Supervisors. The technicians shall be executing field assignments for FEMA.  Current teams are made up of 7 teams of 5 persons each, deployed in the Baton Rouge, LA region.
  • Bachelor’s Degree or Associate’s Degree preferred, but not required
  • 5 plus years’ experience in an Executive Assistant, Administrative Assistant/Coordinator capacity, preferably with a professional services firm engaged in federal contracting work and/or construction inspection work
  • Proven computer experience including expert proficiency using Microsoft Office Suite, especially MS Word and MS Excel. Must be able to learn and gain proficiency in other related computer software as part of executing daily work assignments
  • Experience in SharePoint is a plus
  • Experience with other software platforms, such as Adobe, PowerPoint, etc. is a plus
  • Exemplary organizational and multi-tasking skills
  • Strong attention to detail and quality – ability to proof read and edit reports and correspondence
  • Excellent verbal and written communication skills
  • Able to work well in a fast-paced, deadline oriented environment

Physical Demands

  • The person in this position primarily works in an indoor office environment, but may need to occasionally move about inside and outside of MHU’s, buildings, active construction/installation sites, storage yards, and homes during inspections.
  • Sometimes positions self to climbing steps, minor climbing, stooping, kneeling, crouching, accessing semi-confined places, etc.
  • Constantly operates computers, but may, with training, operate instruments, tools, or other testing and installation equipment.
  • Requires travel to and from inspection sites throughout City or Region, as directed by management.

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