Assistant, Administrative Support

1 month 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

About WSP

WSP USA is the U.S. operating company of WSP, one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the buildings, transportation, energy, water and environment markets. With more than 15,000 employees in over 300 offices across the U.S., we partner with our clients to help communities prosper.

www.wsp.com

WSP provides a flexible and agile workplace model while meeting client needs. Employees are also afforded a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on providing health and financial stability throughout the employee’s career.

At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be essential in meeting client objectives, goals and challenges. Are you ready to get started?

WSP USA (and all of its U.S. companies) is an Equal Opportunity Employer Race/Age/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disability or Protected Veteran Status.

The selected candidate must be authorized to work in the United States.

NOTICE TO THIRD PARTY AGENCIES:

WSP does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to WSP in the absence of a signed Service Agreement where WSP has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of WSP and WSP will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.

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