Administrative Support Specialist

2 weeks ago

Macdill AFB, United States Jacobs Engineering Group Inc. Full time

**Your Impact**:
Challenging Today. Reinventing Tomorrow.
- We're invested in you and your success. Everything we do is more than just a project. It's our challenge as human beings, too. That's why we bring a thoughtful and collaborative approach to every one of our partnerships._
- At Jacobs, we challenge the status quo and redefine how to solve the world's greatest challenges, transforming big ideas into intelligent solutions for a more connected, sustainable world._
- Design your career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed - today and into tomorrow._

**Program Mission**:
The Department of the Air Force 6th Contracting Squadron at MacDill Air Force Base, FL has a continuing requirement for base civil engineering services. This includes base operations support, engineering, management, maintenance and repair of facilities and infrastructure systems, construction management, minor construction, emergency management and response, environmental requirements and programs, real property management; material procurement and management, Civil Engineer (CE) deployment training and management and exercise support.

**Position Summary**:
The Administrative Support Specialist position provides support in day-to-day functions that relate to Engineering Services. This position provides administrative and coordination support in day-to-day functions that relate to assigned Departments and their personnel. This position interacts with all departments and all levels of management, as well as external government contacts. You will use electronic systems to store and track communications and log documents. Process badging documentation and coordinate badging scheduling with the client and subcontractors. Attend meetings and take detailed meeting minutes, document, and distribute, assemble and bind reports/drawings. Scan/convert/upload documents and audit data and documents as needed. Arrange meetings and schedule conferences. Review documents for grammar usage, accuracy, completeness, and ensuring documents meet standards for production. Ability to communicate well and prioritize management requests and deadlines.
- Provide situational awareness to government customer.
- Ability to maintain and protect confidential information.
- Provide data and tracking to support government oversight.
- Oversees shared drives used by Engineering Services and government clients to manage and coordinate projects.
- Provide daily, weekly and monthly tracking reports, briefs, and updates to the Engineering Services department and government client.
- Receive and forward communications to different staff and departments.
- Maintain and update multiple calendars.
- Assist in the administration of government contracts including monitoring deadlines to ensure all tasks are implemented as stated within contracts.
- Organize and schedule meetings/use of conference rooms in coordination with other administrators.
- Assist with on-boarding and off-boarding employees with necessary tools and supplies.
- Create and maintain filing systems, both electronic and physical.
- Ability to take meeting minutes, document and distribute.
- Stock office supplies in coordination with all departments.
- Prepare and obtain authorization for purchase requisitions.
- Review documents for accuracy and completeness. Ensure documents meet standards for production and distribution.
- Gather, compile, track, and reports on information relevant to project assignment from multiple sources.
- Receive and document incoming mail and packages.
- Compile and generate reports, statistics, timelines, tables, and graphs using Microsoft Office Suite.
- May design processes/procedures to enhance work flow for Engineering Services department.

**Here’s what you’ll need**:
**Basic Requirements**
- High School diploma or equivalent required
- 3 years of experience
- Prior administrative support experience
- Advanced Microsoft Office Suite skills
- Above average keyboarding skills
- Ability to develop, populate, and manage electronic filing systems
- Attention to detail
- Ability to maintain confidentiality of company and client information
- Experience in multi-tasking within a fast-paced office environment
- Ability to work on-site

**Preferred Qualifications**:

- Experience within a DoD environment
- Experience working with and maintaining confidential, proprietary, and sensitive information
- Executive, Engineering, or Construction administrative support experience
- College degree

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