Company Description

From the inception of a project through to completion and beyond, Turner & Townsend help to deliver the outcomes that matter through transformational programs covering the full spectrum of consultancy, project delivery and post-project operations. 

With offices located globally, you're never far away from our services. Working from 118 offices in 50 countries, we make the difference to projects across the real estate, infrastructure and natural resources sectors worldwide. 

Our team is dynamic, innovative and client-focused, supported by an inclusive and fun company culture. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result, our people get to enjoy working on some of the most exciting projects in the world. 

Job Description

Turner & Townsend is looking to fill a Houston Operations Assistant role dedicated to providing support to the Senior Vice President, the Houston leadership team and the Houston office.

The SVP has responsibility for overseeing all aspects of the management, development and governance associated with the Houston RE Cost Center and associated projects located in the central region. The business is growing quickly and has many pressures resulting from this growth. This role is essential to ensuring we continue to guide the business to continued success.

The Houston Operations Assistant serves as the primary point of contact for internal and external communications and oversees events and special projects in support of the SVP, leadership and wider team.  The Houston Operations Assistant will have the ability to work independently and must be able to work under pressure at times to handle a variety of activities and deadlines.

Key Objectives:

• Anticipate needs, pre-empt and resolve issues and prioritize tasks to pro-actively assist the Senior Vice President and Houston CC Leadership in managing the workload and meeting key objectives and responsibilities.
• Build positive relationships with all levels of the organization.

Houston Operations Assistant Responsibilities:

• Maintain a presence in the Houston office 3-4 days per week, between 8-5pm.
• Provide dedicated support for new hires, including meet and greet on hire date, introduction of key staff, scheduling key introductions, coordinate new starter lunch.
• Provide a dedicated presence in the office during New Starter week, scheduled monthly.
• Proactively manage incoming calls directed to company provided cell phone.
• Support the management of the Houston Office, including procurement of office supplies etc.
• Schedule internal + external meetings, conference calls, video conferences, 1 on 1’s, in various time zones.
• Plan, coordinate and schedule Leadership Team meetings, quarterly townhalls, team building events, leadership retreats, holiday parties, happy hours, visits from other staff and executives, lunches, dinners and off-site meetings.
• Prepare and distribute meeting minutes before weekly Director’s meeting and additional meetings as necessary.
• Travel coordination. Flights, car rentals, car services, hotels, travel reward programs, TSA pre-check.
• Maintain to do list. Keep and maintain a prioritized and current action item list for weekly operations meetings, Monthly Director meetings and bi-weekly utilization calls.
• Manage internal communications.             
• Generate compliance reports and templates.
• File and folder management, document control.
• Manage subscriptions, publications, memberships.
• Org charts and office roster. Maintain the roster of Houston Real Estate staff, job titles, commissions/projects, and line managers.
• Manage various excel trackers and keep them up to date.
• Support the Business Generation team on key proposals and bids.
• Track and manage client care survey system and ensure Corrective Action Records are completed when necessary.
• Act as our Onboarding Champion for the Houston RE cost center: support Offer Letter Requests, Personnel Status Changes, Capex requests, handle relocation arrangements, resume conversions, and organize monthly New Starter Week activities and meetings.
• Input client contacts and other information into our CMD (Contacts & Marketing Database).
• Curate and distribute monthly Houston newsletter.
• Maintain membership rosters for industry organizations.
• Support the Houston RE commission managers with monthly invoicing, fee tracking.
• Support in yearly internal and external audit preparations.
• Support NAM HSE manager in maintaining HSE for the Houston RE CC.
• CSR Support (Corporate Social Responsibility): Coordinate with the CSR Champion/Team on upcoming events.
• Be willing to become certified in First Aid/CPR/AED.
• Be willing to become certified in Houston high-rise fire warden training.

Other Tasks and Responsibilities:

• Training. Assist with the preparation, scheduling and organization of the training program.
• CR Support (Corporate Social Responsibility). Coordinate with the team on upcoming events, reporting to Corporate.
• Vendor Management. Assist as needed with T&T vendors, payments, contracts, etc.

Qualifications

Skills & Capabilities Required:

• 5+ years of relevant experience, college and/or post-graduate degree.
• Experience working with senior leaders and discretion in dealing with confidential information.
• Strong problem solving skills coupled with a creative, positive, can-do attitude.
• Excellent people skills, both internal and external.
• Independence, self-motivation, and a pro-active approach.
• Prioritization, organization, time management and follow through skills.
• Computer, software and technology familiarity, experience and aptitude including Microsoft and G-Suite.
• Excellent written and verbal communication skills, accuracy and attention to detail.
• Flexible and able to adapt to change.

Software Platforms and Technology:

• Microsoft Office Suite (Word, Excel, Outlook and PowerPoint) and G Suite.
• Video conference technology platforms (Microsoft Teams).
• SAP Concur for travel bookings and expense reporting.
• Learn and utilize various internal T&T systems.
• SharePoint.
• M365.

Internal software (for reference):

• FMS (T&T Financial Management Software).
• SAP Concur (employee travel and expenses).
• T2 (corporate Intranet, repository of much information and portal to various business systems).
• CMD (Contacts & Marketing Database).

Additional Information

*On-site presence and requirements may change depending on our client's needs

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/

Turner & Townsend does not accept any speculative or unsolicited CV’s that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list or that have not followed due process. Any speculative or unsolicited CV’s will be treated as a direct application.

All your information will be kept confidential according to EEO guidelines.

#LI-LT1

Join our social media conversations for more information about Turner & Townsend and our exciting future projects: 

Twitter

Instagram

LinkedIn

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.