Administrative Assistant

2 weeks ago

Beltsville, United States ISI Professional Services Full time
Why ISI Professional Services?

ISI Professional Services offers team members the opportunity to gain a lasting impression in this fast-growing small business. ISI Professional Services is a Virginia-based national consulting firm offering our federal and commercial clients a comprehensive range of services. ISI integrates our diverse capabilities, extensive experience, and expertise to deliver client-focused results. As a Service-Disabled Veteran-Owned Small Business, we are uniquely able to respond anywhere and anytime; and, as our 25-year history illustrates, our deeply rooted relationships and success offer a low-risk solution to existing or emerging needs.

You are a perfect fit if you, like ISI Professional Services, value:

Loyalty: Be loyal to the organization. Be loyal to your Team. Loyalty drives increased commitment and elevates collective standards of performance.

Expertise: Know your job duties and responsibilities. Challenge yourself and others to learn and grow every day

Accountability: Be accountable to the customer, the company, and yourself.

Diversity: Excellence fosters different perspectives and intellectual thought. Diversity drives our innovation, creativity, and organizational balance

Excellence: Mediocrity is not part of our vernacular. Excellence is a habit not an act.

Resilience: Resilience is not what happens to you. It is how you react to adversity and challenges.

Position Summary:

ISI Professional Services is seeking an experienced Construction Administrative Assistant with a strong background in supporting construction projects to assist with a U.S. Army Corps of Engineers (USACE) project. This role involves providing essential administrative support a once in a lifetime construction of a new Bureau of Engraving and Printing (BEP) Currency Production Facility (CPF) project located in Beltsville, Maryland. The facility will span a 104-acre site and include extensive manufacturing, research, and security spaces.

The Administrative Assistant will play a crucial role in managing project documentation, scheduling meetings, and facilitating communication among stakeholders throughout the project lifecycle. Candidates should be proficient in office management tools and possess strong organizational skills, along with experience in coordinating project activities and maintaining records.

Essential Job Functions

Administrative Support:
  • Provide general administrative assistance to project managers and teams, including managing calendars, scheduling meetings, and organizing travel arrangements.

Documentation Management:
  • Prepare, review, and maintain project documentation, including reports, memos, and correspondence.
  • Ensure proper filing and organization of both electronic and paper records.

Communication Facilitation:
  • Act as a point of contact between internal staff, external stakeholders, and contractors, ensuring effective communication regarding project updates and requirements.

Meeting Coordination:
  • Organize and coordinate project meetings, including preparing agendas, taking minutes, and tracking follow-up actions.

Project Coordination:
  • Assist project managers in tracking timelines, milestones, and deliverables to ensure projects stay on schedule.
  • Help maintain and update project management systems and status reports.

Office Management:
  • Manage office supplies inventory, order supplies as needed, and oversee equipment maintenance.
  • Assist with budget tracking and processing expense reports.

Data Entry and Reporting:
  • Input and maintain data in project management software and generate regular reports for project tracking and performance evaluation.

Support for Special Projects:
  • Provide administrative support for special projects or initiatives, conducting research and compiling information as required.

Customer Service:
  • Address inquiries and provide information to team members, stakeholders, and the public in a professional and timely manner.

Qualifications:
  • Experience: 5+ years of relevant experience in a construction or engineering office environment.
  • Experience with USACE: Familiarity with USACE project requirements and federal construction standards is a plus. USACE Baltimore District project experience is preferred.
  • Proficient in Microsoft Office Suite and relevant office management tools.
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent written and verbal communication abilities.
  • Ability to work collaboratively in a team-oriented environment.
  • Prior experience in administrative roles, particularly in construction or engineering contexts, is preferred.
  • These functions ensure that the Administrative Assistant effectively supports the project and contributes to the overall success of USACE initiatives.
  • Education: Bachelor's degree or Associate's Degree is preferred. Fields may include business administration, office management, or a related discipline.

Physical Requirements:

This job operates in a professional office environment. The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • Flexibility related to work hours as project demands arise.
  • Occasionally required to move 5 - 15 pounds.
  • Must remain in a stationary computer position for extended periods.
  • Must be able to walk and stand for extended periods.

Work Setting/Environment/Travel Requirements:
  • Monday through Friday, eight (8) hours between 6:00 am - 6:00 pm
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