Administrative Services Support

2 months ago

Evansville, United States Search Solution Group Full time
Job DescriptionJob Description

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:.
• 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.

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