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Site Administrative Assistant

2 months ago

Evansville, United States Bechtel Full time

Requisition ID: 277453 

  •  Relocation Authorized: None 
  • Telework Type: Full-Time Office/Project 
  • Work Location: Evansville, IN 

 

Extraordinary teams building inspiring projects:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. 

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. 

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. 

 

Project Overview:

Bechtel’s focus on renewables and clean energy is helping our customers deliver transformational renewables and clean energy projects.  Bechtel’s renewables team will perform the engineering, procurement, and construction for a 190.8MW ac / 228.18MW dc utility-scale photovoltaic (“PV”) generating plant to be located in Posey County, Indiana 18 miles west of Evansville.

 

Job Summary:

This position is for a Site Administrative Assistant to provide all-around administrative support to the Posey Solar Project. The work location for this assignment is Evansville, IN. 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. #LI-KL1

 

Major 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 Bechtel 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.

 

Education and Experience 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.

 

Required Knowledge, Skills, and Abilities:

  • Experience with Aconex or other Electronic Content Management Systems.
  • 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.
  • Previous Bechtel experience working as an administrative assistant/secretary.
  • Familiarity with Bechtel, and legal information management/records management requirements.
  • Experience working at a construction jobsite.
  • Experience with e-Track.

 

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of engineers and beyond Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at bechtel.com/total-rewards.

 

Diverse teams build the extraordinary:

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.
Bechtel employees are required to be vaccinated for COVID-19 or show proof of a negative test result prior to accessing Bechtel sites/facilities to the extent required by applicable law or by customer requirements.

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