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Site Admin/jobsite Administrator
3 months ago
As a Job Site Admin, you will play a vital role in supporting the Facilities Services Team. Your responsibilities will include performing various administrative and clerical duties to ensure smooth office operations and facilitate effective communication within the department.
Are you organized, detail-oriented, and adept at managing office operations? Hensel Phelps is seeking a proactive and efficient Job Site Admin to join our Facility Management team at the National Institute of Standards and Technology (NIST) in Gaithersburg, MD. If you thrive in a fast-paced environment and excel in administrative tasks, we want to hear from you
**About Hensel Phelps**:
Founded in 1937, Hensel Phelps specializes in building development, construction and facility services in markets ranging from aviation to government, commercial, transportation, critical facilities, healthcare and transportation. Ranked #1 in aviation and #12 overall general contractor in 2021 by ENR, Hensel Phelps is one of the largest employee-owned general contractors in the country. Driven to deliver EXCELLENCE in all we do and supported by our core values of Ownership, Integrity, Builder, Diversity and Community—Hensel Phelps brings our clients’ visions to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property.
**Any Employment Offers are Contingent Upon Successful Completion of the Following**:
- Verification of Work Authorization and Employment Eligibility
- Substance Abuse Screening
- Physical Exam (if applicable)
- Background Checks for Badging/Security Clearances (if applicable)
Position Description:
**The Administrative Assistant works for the General Manager, Facilities Services (and others as assigned) and performs a wide range of administrative and clerical duties to ensure efficient office operations.**
Position Qualifications:
- Position requires a high school diploma or equivalent (GED).
- Must possess a valid driver’s license.
Essential Duties:
- Type correspondence, forms and reports from rough drafts, notes, or oral instructions. Correspondence typically includes a wide variety of technical terminology associated with the various functional elements of a maintenance and engineering organization. Proofreads prepared material for spelling, grammatical errors, and conformance to formats and procedural requirements.
- Receives and reviews all incoming correspondence and forwards to appropriate office or individual.
- Maintain work components in the Computerized Maintenance Management System (CMMS).
- Research files and prepares prosed responses to correspondence directed to supervisors for review by the manager.
- Must be fully able to operate all MS Office products including, but not limited to: Word, Excel, Outlook, and PowerPoint. Must be able to create presentations from notes and other background documentation suitable for presentation to senior management of the client or company.
- Maintains daily schedule of appointments, conferences and meetings with authority to commit manager(s)’s time. Adjusts schedule as required to accommodate higher priority requirements and locates an alternate to substitute for the manager at functions which conflict. Makes all arrangements for conferences or meetings at which manager will preside.
- Responsible for office records management. Ensures that all filing conforms to the prescribed activity filing system. On own initiative, periodically revises files, purging outdated material in conformity with the records retention policy.
- Receives and reviews all correspondence prepared for signature of manager for conformance with company guidelines. Maintains correspondence control records, logs and action files.
- Controls a wide variety of incoming and outgoing confidential and or sensitive materials by using appropriate receipt system.
- Enters information into company accounts payable and payroll systems as assigned. Performs some accounting functions in support of General Manager.
- Maintains a clean and safe working environment. Maintains tools and equipment in good working condition.
- Reports unsafe working conditions to appropriate level as required.
- Run reports, using excel spread sheets to track information, Word documents and memos.
- Tracks and communicates information regarding new hires, using logs and appropriate forms. Communicates with all levels of personnel during both normal working conditions and emergency situations. Assists in data entry as necessary.
- Assist in hiring process as needed to include scheduling of interviews, drug testing, background checks and physicals.
- Responsible for providing updated department contact list, emergency phone numbers, and reports from CMMS.
- Completes required documentation for both the company and the client in timely manner. Documentation is legible and accurate to the best of the employee’s knowledge.
**Benefits**:
Equal Opportunity and Affirmative Act
