Job Title: OA Administrative Services Support
Overview:
This position is for a Site Administrative Assistant to provide all-around administrative support to the Escape Solar Project. The work location for this assignment is Mesquite, NV.. Relocation assistance is not authorized for this position. The Site Administrative Assistant provides a wide variety of administrative support services to the project manager, project document manager, and jobsite team, as well as coordinating with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of protocol. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM) and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work.
Essential duties and responsibilities:
• Receives and screens phone calls visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.
• Composes and distributes complex correspondence using company standard word processing systems or other software applications.
• Keeps abreast of key issues, commitments, and priorities of manager.
• Often researches information and compiles summary reports.
• Reviews accuracy and format of outgoing documents which require manager approval.
• Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager.
• Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
• Supports site audits of the document management program.
• Stay current on all document management governance documents and documentation quality requirements.
• Perform quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Performs other administrative or clerical duties as assigned.
• Performs proxy services as requested.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Handles facility coordination and badge issuance.
• Deploys IT equipment to new team members.
Minimum requirements:
• Must have minimum of 5 years office administrative/secretarial experience. Experience must have been obtained within the past 7 years.
• Must have the right to work and remain in the United States without visa sponsorship.
Education:
• High school diploma or equivalent technical diploma
Experience/Specific Knowledge:
• Typically, minimum 5 year experience
Certifications, Licenses & Registrations:
n/a
Competencies, Skills & Abilities:
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must hold a valid driver’s license.
• Must be willing and able to work overtime with little or no notice.
