Assistant, Administrative Support

1 week ago

Mooresville, United States WSP Full time

This Opportunity

WSP is seeking a Full-Time Administrator for our Mooresville, NC office. Join our Southeast Bridge Inspection Team and become an integral member of a dynamic organization that solves client challenges while achieving their objectives.

As a Bridge Inspection Administrator, you will play a pivotal role in ensuring the seamless operation of our team. This position provides comprehensive administrative support across all levels, enhancing the overall efficiency and professionalism of our environment.

Contribute to impactful infrastructure projects by supporting staff and office coordination. Deliver responsibilities adhering to the highest quality standards in the industry

Your Impact

* Professionalism and Communication: Exhibit high levels of professionalism, communication skills, and positivity when engaging with colleagues, clients, guests, and office employees, fostering positive employee engagement.
* Field Inspection Planning: Assist in preparing field inspection trips, and ensure field equipment and supplies are well maintained.
* Project Support: Offer technical assistance, document control, and records management for project reports, data, and project-specific websites. Assist with project file structures, construction administration, and QA review of reports.
* Project Coordination: Track task orders and project contracts, maintain project plans, support workflows, review reports, and ensure project coordination is seamless.
* Financial Reporting: Provide support for financial reports, data tracking, and consolidation, and assist senior staff with travel/expense reports.
* Bridge Inspection Reports: Help generate bridge inspection reports.
* Administrative Support: Support team/project/client meetings and ensure smooth coordination of activities at the office or project site.
* Office Upkeep: Manage general office maintenance, liaise with building management, and handle security access cards.
* Visitor Management: Oversee guest relations, handle sign-ins, deliveries, and safety guidelines, and confirm international travel forms.
* Mail Coordination: Manage all incoming and outgoing mail, including FedEx/UPS/Amazon/Staples.
* Print Services: Coordinate print services, handle printer maintenance, supplies, and assist with large plotter printing requests.
* Online public research: Perform preliminary research of deeds and tax records online
* Procurement: Assist in procuring office materials, supplies, and handling Accounts Payable/Purchase Orders.
* Onboarding: Support new hire onboarding and manage IT equipment/security cards for exiting employees.
* Safety and Compliance: Coordinate safety programs, maintain office standards, and ensure fire extinguishers, AEDs, and first aid kits are up to date.
* Timecard Management: Serve as a timecard administrator to ensure timely submission of accurate timecards.
* Document Processing: Demonstrate proficiency in Microsoft Office applications to create Excel spreadsheets, Word documents, and PowerPoint presentations.
* IT Coordination: Act as a point of contact for IT issues, including new computer setups and server maintenance.
* Ethical Decision-Making: Adhere to WSP's Code of Conduct in all decisions, using company funds responsibly.
* Fast-Paced Environment: Excel in prioritizing tasks under tight deadlines in a fast-paced setting.
* Team Player: Collaborate strategically and think innovatively to deliver optimal results.
* Additional Duties: Undertake other responsibilities based on business needs.
* Exercise responsible and ethical decision-making regarding company funds, resources and conduct, and adhere to WSP's Code of Conduct and related policies and procedures.

Who You Are

Required Qualifications

* High School Diploma.
* 7+ years of relevant adminstrative experience.
* Self-discipline, attention to detail, multi-tasking, and prioritization in a dynamic work environment.
* Strong interpersonal and communication skills to convey ideas professionally to both technical and non-technical audiences.
* Proficiency in Microsoft Word and Excel.
* Eligible to work in the United States immediately.
* Proven track record of upholding workplace safety and ability to abide by WSP's health, safety and drug/alcohol and harassment policies.

#LI-LD1

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