Your impact
Essential duties and responsibilities:
- Answer incoming phone calls and greet visitors
- Maintain office environment to be clean, orderly, and free from any safety concerns
- Provide professional and efficient administrative support to our project managers, project teams and local leadership
- Assist (if applicable) with managing budget items
- Manage filing system (computer and hard files)
- With Project Manager, 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
- Create Purchase Requisitions
- Prepare Ariba registration forms including HSE Approvals
- Work in concert with Buyer
- Attend monthly project/Buyer calls
- Maintain:
- Phone/contact lists
- Project Information Lists
- Safety:
- Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.
- Be familiar with ionCity
- Team Cash
- Understand the program and help other staff members to understand
- Support all project staff with various administrative tasks, for example:
- Create equipment lists
- Enter data into OP10 (if applicable)
- Attend and participate on the monthly Admin Call
- Onboarding
- Assist with creating requisitions
- Assist with onboarding new employee
- Welcome new employee and be liaison to answer questions and guide through the onboarding process
- 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.
- Obtain Notary License (if necessary)
Here's what you'll need
- High school diploma or equivalent required
- 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:
- 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
Working Conditions & Physical Requirements:
The physical and environmental demands required to perform the essential duties of this position include standing, walking, sitting, coordination, balance and agility demands, which may include the ability to stoop, kneel, squat, grasp, reach, perform repetitive hand movements. Additional demands may involve a specific level of dexterity, grip strength, climbing and cardiorespiratory demands. The work areas may be indoor, outdoor, have loud noise, active machinery, high pressure fluid systems, electrical equipment, confined spaces, heights and depths, fumes, air borne particles, noxious gases, and chemicals. The use of appropriate safety equipment will be mandatory in these areas to prevent hazardous contact.
