Your impact
Our Program Management team is seeking a local Office Administrator based out of St Thomas or St Croix to support the team with the critical task of managing federally funded recovery projects across the US Virgin Islands. The selected individual will be located in the USVI while working on this endeavor and communicate with the team located in the USVI and CONUS. This role will report to the Program Manager while being the point person for the entire team.
- Manage the daily office operations utilizing Jacobs procedures.
- Support managers and team as requested.
- Manage the upkeep of the office facilities by communicating with landlord, cleaning staff and staff occupants based on Jacobs procedures.
- Provide professional, courteous telephone service.
- Serve as the point of contact for staff, clients and visitors.
- Create visitor log in coordination with Jacobs standards.
- Establish identification badges for all office staff.
- Maintain all office supplies utilizing Jacobs approved vendors.
- Maintain the supply of PPE for all staff and visitors utilizing Jacobs approved vendors.
- Coordinate with all outside vendors for the daily operations, including incoming and outgoing mail services and packages.
- When requested attend meetings, including creating meeting minutes for record and distribution using approved format.
- Provide administrative support to project teams, as needed.
- Prepare reports, presentations and documents utilizing Jacobs formats.
- Manage documentation in coordination with the document control manager for electronic and paper files.
- Maintain schedules, calendars and correspondence.
- Coordinate and manage mandatory training programs.
- Assist with Jacobs timekeeping policies and task codes.
- Manage travel plans for the team as needed, including local transportation.
- Familiarity with preferred hotels and various services for the staff.
- Assist with the onboarding of new staff utilizing Jacobs procedures and site induction materials.
Here's what you'll need
- Proven experience as an Office Administrator, Administrative Assistant, Facilities Manager or relevant role.
- Proficiency in MS Office applications and Adobe.
- Strong organizational and planning skills.
- Valid driver's license preferred.
- High School diploma.
- Excellent communication and interpersonal skills.
- Familiarity with USVI culture and surroundings.
