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Administrative Coordinator

2 months ago

Portland, Oregon, United States MWH Constructors Full time
About the Role

MWH Constructors, Inc., a global leader in heavy civil construction of water and wastewater facilities, is seeking an experienced Executive Assistant to support project work for the Portland Water Bureau project in Gresham, OR.

Key Responsibilities
  • Schedule appointments, update calendars, and assist with travel arrangements.
  • Schedule and coordinate meetings and prepare draft-meeting minutes.
  • Administer site badging and meet with or direct visitors to assist in getting them to the appropriate site location.
  • Provide information by answering questions and requests.
  • Monitor and process routine administrative items such as accounts payable, expense reports, supply requisitions, personnel transaction forms, including change of status, prospective employee interview scheduling and new hire orientation.
  • Maintain various project/vehicle logs, including vendor insurance, daily vendor insurance, daily reports, rental equipment, and material purchase and utilization logs.
  • Collect weekly/monthly/quarterly data for Client and MWH reports.
  • Perform client, job, and contract set up.
  • File both paper and electronic, fax, copy, and distribute mail.
  • Set up and maintain files.
  • Project Document Controls as requested and needed.
  • Prepare shipments and overnight packets.
  • Maintain records, create and maintain charts, graphs, spreadsheets and databases.
  • Draft correspondence, proofread documents, and assist with preparation of presentations.
  • Interface and maintain liaison with program and project management, stakeholders, client, contractors, and other consultants on program and project administrative activities.
  • Participate actively with other administrative support staff in assisting other teams, inside and outside of the project, as needed.
  • Maintain supplies inventory by checking stock to determine inventory, anticipating needs supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
  • Ensures operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
  • Plan and coordinate on and off-site catering and employee events.
  • Work in a manner to ensure personal safety and that of fellow employees by following company health and safety guidelines and policies.
  • Variety of other administrative duties as assigned.
Requirements
  • Minimum of 5 years of experience providing administrative support.
  • High school diploma or equivalent.
  • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (Calendar and Address functions). Ability to learn other software programs as needed.
  • Willingness to step in and lend a hand on any administrative requests for this project.
  • Able to maintain high standards despite pressing deadlines, establish high standards and measures, inspect materials for flaws, and reinforce excellence as a fundamental priority.
  • Able to handle confidential and time-sensitive information with discretion and independent judgement.
  • Self-motivated and proactive, demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency.
  • Able to produce high quality work consistently on multiple assignments, in a deadline-driven environment, superior organization and project management skills. Ability to anticipate and seek out needs and ask for further clarification when necessary.
  • Positive attitude and flexibility in environment of tight deadlines, frequent interruptions, unresolved problems, changes, and unexpected events.
  • Superior interpersonal skills, telephone manner, and knowledge of business protocol with a strong belief in customer service.
  • Able to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members.
Preferred Qualifications
  • Previous experience in the construction industry; previous administrative experience on larger construction projects working daily on a client side would be ideal.
Benefits
  • Group health & welfare benefits including options for medical, dental and vision
  • 100% Company Paid Benefits: Employee Life Insurance & Accidental Death & Dismemberment (AD&D), Spouse and Dependent Life & AD&D, Short Term Disability (STD), Long Term Disability (LTD), Employee Assistance Program and Health Advocate
  • Voluntary benefits at discounted group rates for accidents, critical illness, and hospital indemnity
  • Flexible Time Off Program (includes vacation and personal time)
  • Paid Sick and Safe Leave
  • Paid Parental Leave Program
  • 10 Paid Holidays
  • 401(k) Plan (company matching contributions up to 4%).
  • Employee Referral Program

MWH Constructors is a global project delivery company in heavy civil construction with a focus on water and wastewater treatment infrastructure. With the ultimate goal of delivering maximum value to clients and their local communities, MWH Constructors provides single-source, integrated design and construction services through a full range of project delivery methods. Incorporating industry-leading preconstruction and construction services, the Company's multi-disciplined team of engineering and construction professionals delivers a wide range of projects, including new facilities, infrastructure improvement and expansion, and capital construction services.