Responsibilities:
- Provide Administrative Support to Project Manager’s, Team Members, Clients and Subcontractors.
- Expedite expense reports & invoices.
- Format documents using MS Office Suite.
- Help with the weekly, monthly and quarterly reports.
- Distribute Minutes of Meetings.
- Mobilization and Demobilization employees.
- Capture Action Items in SharePoint and updated databases.
- Coordinated food orders & offsite team building.
- Setup and monitor project calendars, vacation schedules and distribution list.
- Set up new employee’s offices and de-mobilizations; worked with HR and Facilities.
- Maintain calendar, schedules meetings and appointments in MS Teams.
- Handle travel arrangements (accommodations, transportation and a prepared itinerary).
- Compile and submit Expense Reports
- Inventory and order office supplies, plus office equipment.
- Compose and proofread hiring manager correspondence responses to letters, emails and phone calls.
- Maintain files in an organized and accessible manner to include updating information, purging files,
- Manage internal and external communications (between Program team, contractors, field staff, and external customers)
- Manage and prioritize requests to be completed based on team needs
- Perform quality reviews of program reports, deliverables, and other documents
- Develop and maintain Excel spreadsheets to track program data (i.e., consent forms, vehicles, materials, equipment, and staff records)
- Support office and field Teams with other duties as requested
- Ability to interact and converse with program contractors and members of the public
Requirements:
- Associate degree Business Administration and Management
- 2 or more years as a construction/engineering administrator
- Proficiency in Microsoft Office Suite (i.e. Word, Excel, Outlook, PowerPoint)
- Critical thinking and problem solving
- Ability to adapt quickly to new or changing technologies/situation
- Construction and/or engineering background
