Quality Assurance Administrative Assistant

2 weeks ago

Philadelphia, United States EwingCole Full time

Job Type

Full-time

Description

The Quality Assurance Administrative Assistant provides high level and quality administrative support to the Quality Assurance Department. The QA Administrative Assistant manages schedules for checking and specifications, ensuring project materials are being received at the appropriate times. The QA Administrative Assistant prepares correspondence, contacts stakeholders, and updates project statuses. This position maintains calendars, schedules appointments, and coordinates meetings, including catering needs and travel arrangements. The Administrative Assistant also provides relief support as needed for specification editing.

Essential Functions:

  • Maintain Checking calendar and Specification daily schedules including internal meetings, conference calls involving multiple time zones, setting video conferences, and meetings
  • Manage Specifications calendar and follow up with project teams
  • Serve as a central point of contact for department administrative inquiries
  • Compose business documents, primarily using Microsoft Office applications
  • Assist with other duties such as file maintenance, photocopying, scanning, trouble shooting, and meeting planning
  • Maintain QA site and Project Resources site on the EwingCole portal
  • Maintain QA project list
  • Support efforts for EwingCole Continuing Education (ECCE)
  • File all presentations and recordings in designated area
  • Assist with preparation of the QA Matters Newsletter
  • Arrange travel for the QA group
  • Vendor webinar management
  • Manage external reference material subscription and renewals such as UPCODES, TECH STREET and file on the EC Portal
  • Assist with updating QA and specification section MASTER SPEC updates
  • Support Specification Processor as needed
  • Stay current with knowledge and use of SPEC INTAC USACE Government specification software
  • Track QA Group goal progress
  • Monitor Standard Detail updates with associate group and IT
  • Perform other duties and responsibilities as required or requested
Requirements

Required Education and Experience:
  • At least five years' administrative experience
  • Minimum intermediate skills Microsoft Office Suite
  • Must be able to anticipate problems and use sound judgments and tact in handling confidential matters
  • Must have excellent organizational skills, demonstrated initiative, attention to detail, strong written and verbal skills, and a professional manner
  • High level of independence, decision making, dependability, flexibility, and accuracy
  • Ability to manage multiple workflows, balance competing priorities and meet deadlines in a fast-paced environment
Preferred Education and Experience:
  • Associates Degree
  • Administrative experience in an architectural or engineering environment
  • Microsoft Project experience
  • Database and CRM experience


Benefits of Working at EwingCole

Generous paid time off, 401(k) plan with company match, tuition reimbursement, flexible/hybrid work options, paid parental leave, excellent insurance offerings including medical, dental, vision, accident, critical illness, hospital indemnity, identity protection and more.

EwingCole will not be accepting outside recruitment assistance on this position including from agencies with a written agreement in place. Any staffing/employment agency, person or entity that submits a resume to EwingCole does so with the understanding that the applicant's resume will become the property of EwingCole. EwingCole will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity.

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