Your impact
Essential duties and responsibilities:
- Provide professional and efficient administrative support to our project managers, project teams and local leadership
- Assist 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
- Scheduling/coordinate/ maintain subcontractor relationships
- 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
- 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
- Perform document management support to the team which includes maintaining SharePoint and MS Teams sites, ensuring team is following document management protocol and supporting the team with uploading and sharing of files
- Work within out Computerized Maintenance Management System to assign and close out work orders, run reports, and update/maintain assets
- 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.
