Capital Projects Administrator

Description:

The Capital Projects Administrator will play a crucial role in supporting Bethel's Capital Projects department through providing support primarily to the Director of Capital Projects and close collaboration with the Project Coordinator. They work closely with the Capital Projects team members and cross-functional teams to facilitate project planning, correspondence and communication, monitor progress, track deliverables, and maintain project documentation.  Their contribution will be essential in driving the successful delivery of capital projects and maintaining smooth construction processes across all campuses.

Responsibilities:

Administrative Assistance:

• Receive daily tasks and workflow instructions from Director of Capital Projects and Project Coordinator to ensure Capital Projects priorities and weekly tasks are completed in a timely manner.
• Responsible for scheduling, correspondence, and communication, including managing multiple inboxes and oversee key communications for the Director of Capital Projects
• Manage the Director of Capital Project’s calendar, ensuring each day is set up for success, including scheduling meetings, travel time to and from meetings, appointments, and travel arrangements (domestic and international).
• Assist with organizing events and meetings by preparing and distributing agendas and materials, arranging food and setup, managing takedown, and capturing meeting minutes.

• Maintain and purchase office supplies.
• Capture and maintain an updated record of the Director of Capital Projects’ expense receipts and mileage.
• Handle Capital Projects shipments, printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Assist Project Coordinator in special projects including transcribing source material, preparing documents, reports, tables, charts, PowerPoint presentations, financial spreadsheets, special reports, and agenda material; filing on server as appropriate.
• Perform a wide variety of support for additional and/or alternative duties, including supporting other departments as needed.
• Monitor the signing process and filing of contracts, bids, change orders and permits.
• Keep Capital Projects’ “Team Holiday” and “Team Meeting” calendars up to date.

• Facilitate maintenance of the Capital Projects digital filing system.
• Support computer program renewal/licensing.
• Research products for various projects and report out as needed.
• Check Capital Project and Director of Capital Projects’ mailbox daily for shipments/letters.
• Work closely with the Capital Project and Facilities team to daily managing work orders, including monitoring and updating in system and reviewing with Director of Capital Projects and assigning to appropriate Capital Project team 
• Support Project team with monitoring the project team schedule to ensure efficiency and project completion 
• Help to maintain regular communication between both Project team and Facilities departments including occasionally attend Project team/facilities meetings
• At peak construction times, assist the Collyer Job Site Superintendent with occasional administrative support. 
• Other duties as assigned by Project Coordinator or Director of Capital Projects.

Accounts Payable and Financial/Budget Assistance:

• Assist in conducting comprehensive financial cost analyses for recurring growth expenses.
• Develop and manage construction budget projections alongside Project Coordinator.
• Provide hands on support for accounts payable processes including processing invoices and credit cards as needed.
• Other duties as assigned by Project Coordinator or Director of Capital Projects.

Requirements

Requirements: 

• 2+ years of experience in an administrative role reporting directly to upper management.
• AA or BA in Administration preferred.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to prioritize tasks and manage multiple projects simultaneously.
• Ability to work collaboratively in a team-oriented environment as well as independently and prioritize multiple tasks with minimal supervision.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Experience using Google Workspace.
• Strong attention to detail and accuracy in record-keeping.
• Ability to maintain confidential and sensitive information.
• Ability to maintain confidentiality of information related to the company and its employees.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• 60+ Words per minute typing skills.

Benefits

• Free Staff Lunch (twice a month)
• Bethel.com Email Address
• 40% Discount on most items in the Bethel Bookstore
• Free premium pass access to Bethel.tv
• Invitation to attend Select Conferences
• HealthiestYou (24-hour doctor/prescription access)
• 403(b) Retirement Fund Matching
• Paid Sick Leave, Jury Duty & Bereavement Leave
• Opportunity to work with some of the most passionate lovers of Jesus in the world!
• Medical Insurance (Bethel pays for 70% of Employee’s cost /60% of Dependent’s cost)
• Voluntary Dental Plan 
• Voluntary Vision Plan
• Group Life and AD&D of $30,000 paid for by Bethel
• Optional Voluntary Term Life Insurance
• Cafeteria 125 Benefit Premium Pre-Taxing Option
• Paid Vacation