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Executive Administrative Specialist

2 months ago

Clearwater, United States Bilfinger Full time
Executive Administrative Specialist

Bilfinger is a prominent provider of integrated services in the construction and engineering sectors, dedicated to delivering exceptional results across various projects. Our commitment to excellence and integrity has established us as a trusted partner in the industry, fostering long-lasting relationships with our clients. With extensive experience and a focus on innovation, we are not just constructing buildings; we are creating environments that inspire and enhance productivity.

Position Overview

The Executive Administrative Specialist plays a crucial role in managing project documentation and performing essential clerical duties. This position involves data entry, correspondence management, and various administrative responsibilities to support project operations.

Key Qualifications:
  • Previous experience in a similar administrative role is highly preferred
  • Strong organizational abilities and meticulous attention to detail
  • Proven time management skills with the ability to meet tight deadlines
  • Capacity to work autonomously with minimal oversight
  • Bilingual proficiency in Spanish is advantageous but not mandatory
  • Must exhibit a strong capability to:
    • Adapt to frequent changes in a dynamic work environment
    • Uphold integrity in alignment with Bilfinger's core values
    • Collaborate effectively within a diverse team setting
    • Communicate clearly and professionally, both verbally and in writing
    • Embrace evolving technologies and systems, including Microsoft Office, ProCore, and Adobe
Primary Responsibilities:
  • Administrative Duties: Prepare correspondence, reports, and meeting minutes as directed; Maintain organized project files; Answer phone calls and manage messages; Process mail; Welcome visitors and direct them appropriately; Ensure office equipment is serviced; Manage certified payroll submissions; Order necessary office supplies; Handle subcontractor insurance documentation; Reconcile billing and invoices for payment; Schedule meetings and appointments for the project team.
  • Client Support: Assist in setting up new contracts and modifications; Facilitate subcontractor onboarding, invoicing, and payment requests.
  • Perform additional tasks as assigned
  • Occasional travel may be necessary
  • The role will primarily be office-based, involving extended periods of sitting and computer work
  • Ability to lift and/or move items weighing up to 15 pounds regularly
Bilfinger is an Equal Opportunity Employer, ensuring that all qualified applicants receive fair consideration for employment without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other status protected by law.

Fraudulent Job Offers Warning
We are aware of fraudulent job offers being circulated via email by individuals impersonating Bilfinger representatives. These communications may appear legitimate and include official branding. Please be cautious and do not provide personal information or payment to anyone claiming to offer employment with Bilfinger without a formal interview process. If you encounter such messages, report them to local authorities.