Essential duties and responsibilities:
• Maintain environment to be clean, orderly, and free from any safety concerns
• Provide supervision and support to other administrative professional in your region.
• Assist with project startups and closeouts when applicable
• Setup and facilitate regional calls with managers and administrative support staff
• Provide professional and efficient administrative support to our project managers, project teams and local leadership
• Become familiar with project toolkits and work with projects as need for support
• Assist (if applicable) with managing budget items
• Manage filing system (computer and hard files)
• With Project Manager(s), act as liaison w/client
• Act as project liaison with staff regarding company policies and procedures
• Coordinate project support and certain regional activities
• Work in Concur system to create expense reports and reconcile project expenses
• Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations
• Perform document management support to the team which includes maintaining SharePoint, ensuring team is following document management protocol and supporting the team with uploading and sharing of files
• Procurement and Accounts Payable
o Create Purchase Requisitions
o Prepare Ariba registration forms including HSE Approvals
• Timekeeping:
o Assist projects as needed with labor corrections
• Maintain:
o Phone/contact lists
o Project Information Lists
• Safety:
o Be familiar with ionCity
• Team Cash
o Understand the program and help other staff members to understand
• Support all project staff with various administrative tasks, for example:
o Create equipment lists
o Enter data into OP10 (if applicable)
• Attend and participate on the monthly Admin Call
• Onboarding
o Assist with creating requisitions
• Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary
• Prepare and edit reports, presentations, and compile data for analysis
• Coordinate between support, office and field staff
• Work with and maintain confidential and sensitive information
• Assist to develop effective PowerPoint presentations for meetings and conferences
• Perform various office management tasks, including completing expense reports, as well as special projects as assigned
• Establish and/or maintain systems related to filing, time reporting and training hours
• Support the full implementation of company practices, policies and procedures.
• Travel will be necessary at times but not on regular basis
• Obtain Notary License (if necessary)
• Proficient filing and numbering skills
• Proficient in the use common office software (including Microsoft Office and Excel) to accomplish administrative work
• Proven written, typing and verbal communication skills
• Valid driver’s license with no major infractions
Ideally, You’ll Also Have:
• High school diploma or equivalent required
• Bachelor’s degree
• 5 plus years of increasingly responsible administrative support experience
• Experience working in a human relations, accounting and public utilities operations environment.
• Advanced or specialized training in administrative support
• Proven self-starter, proactive, ability to plan, prioritize and organize workload
• Demonstrated organizational skills and ability to pay close attention to details
• Proven high level of professionalism, confidentiality, diplomacy and strong customer service skills
• Ability to travel locally to perform all the required duties of the role
