Job ID: 2024-3711 Type: NexGen Contracting, LLC # of Openings: 1 Category: ADMIN-Administrative Gray Construction
Overview
NexGen is looking for a Senior Support Specialist in Dallas, TX to Support our team.
Responsibilities
Why NexGen?
NexGen Contracting, the self-perform arm of Gray, is based in Franklin, TN, and specializes in executing turnkey project scopes, including concrete, steel, millwright, and finishes. NexGen is fully integrated with Gray Construction and serves as a preferred subcontractor. The NexGen team is made of career, trade-specific professionals and core craftsmen with decades of experience who are dedicated to meeting our customers’ unique needs. NexGen offers a wide range of self-perform services, which include supervision, administration, craft labor, materials, tools, documentation, consumables, and safety devices to successfully carry projects from start to finish.
Position Overview: The Senior Support Specialist plays a pivotal role in supporting the Business Unit Leader and other key divisional leaders while managing the administrative operations within the Concrete Division. This position requires a highly organized and strategic individual capable of overseeing an administrative support team, including two Administrative Assistants. The Senior Support Specialist is responsible for managing executive schedules, coordinating high-level meetings, and contributing to the operational efficiency of the division through strategic administrative support.
Qualifications
Key Responsibilities:
Supervisory
Supervises and manages the work of two administrative assistants, setting expectations, ensuring efficient workflow and task delegation.
Conducts performance evaluations for the administrative support team to provide feedback on work quality, efficiency, areas of improvement, and recognize outstanding performance.
Fosters a culture of accountability within the administrative support team, ensuring team performance goals are aligned with departmental objectives.
Has authority to make recommendations on personnel actions for administrative support team, such as corrective actions, promotions and terminations in conjunction with Business Unit Leader and HR.
Responsible for giving guidance to administrative support team on handling errors, problems, complaints and/or disputes.
Administrative Support
Provides high-level executive support to the Business Unit Leader (BUL) and other key divisional leaders, including managing complex calendars, filtering and prioritizing emails, scheduling meetings, and coordinating travel arrangements.
Acts as a liaison between senior leadership and internal/external stakeholders, managing communications and ensuring alignment with division goals.
Oversees the preparation of reports, presentations, and other documents for executive meetings, ensuring accuracy and alignment with strategic business objectives.
Manages the budget and expenses for the administrative function, ensuring cost-efficiency and compliance with company policies.
Handles sensitive and confidential information with discretion, ensuring compliance with company policies and legal requirements.
Assists with Situational Reporting Meetings (SITREPS) (state of the business meeting), departmental slide decks, financial reports, meeting notes, etc.
Training, Onboarding and Offboarding
Serves as the subject matter expert in leading and creating a training program for the Administrative Support Team.
Performs onboarding for all new hires in the Concrete Division, ensuring they are well-integrated into the team and fully aware of company policies and procedures.
Will be equally responsible for offboarding departmental employees exiting NexGen, including, revoking privileges, collecting keycards, company cards, hardware, returning fleet equipment etc.
Assists with ongoing training on systems/SOPs for all concrete team members.
Keeps accurate record keeping of all internal and external training.
Event Planning and Coordination
Plans all division events, including quarterly meetings, employee appreciation meetings, and holiday events.
Leads and coordinates the Safety Quality Schedule initiative, focusing on enhancing job site safety awareness through organizing talks, catering, ordering safety swag, hosting games, and prize giveaways.
Assists with planning of division events and other corporate needs.
Operational and Strategic Support
Works alongside the BUL with long-term strategic planning, developing KPIs, including building out roadmaps, slide decks, and spreadsheets.
Analyzes operational processes and recommends improvements to enhance efficiency and productivity across the administrative support team.
Develops and maintains efficient document management and filing systems, ensuring easy access to critical information and compliance with record-keeping standards.
Assists with field change orders, purchase orders, and service agreements, ensuring timely submission.
Helps coordinate internal safety meetings, ensure compliance with company and regulatory standards, and maintain records for facilities and rental equipment.
Assists the Concrete Leadership team in maintaining the operations meeting agenda spreadsheet, slide deck report for the weekly Combined Staff Meeting (CSM), and other corporate needs.
Trade Associations and External Relations
Maintains current and future membership with Concrete trade associations (including but not limited to American Concrete Association, American Society of Concrete Contractors, Tilt-Up Concrete Association), leading committee activities, presentations, and NexGen-sponsored events.
Assists and maintains outside philanthropic pursuits with Concrete Industry Management (CIM), Opportunity for Work & Learning (OWL), etc.
Acts as a liaison between NexGen HR and the Concrete division regarding career fairs and hiring events.
Qualifications:
Bachelor’s degree in Business Administration, Management, or a related field required; equivalent experience will be considered.
Minimum of 5 years of experience in an executive support role, with at least 2 years in a supervisory capacity.
Proven experience in managing and leading administrative support teams focusing on operational efficiency.
Strong organizational, analytical, and strategic thinking skills, with the ability to manage multiple projects simultaneously.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with project management and collaboration tools.
Excellent verbal and written communication skills, with the ability to interact effectively with senior leadership and external partners.
Demonstrated ability to exercise discretion and independent judgment on significant matters.
High level of professionalism, with a commitment to excellence and continuous improvement.
This role may require some travel for annual company events, conferences, and meetings (less than 10%).
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.
Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.
Supervisory Responsibilities
This position directly supervises the administrative support team, including two Administrative Assistants.
EEO Disclaimer
Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
