Site Administrative Assistant
Job ID
128250
Job Type
Contract
Industry
Office Professionals
Location
Mesquite, Nevada, United States
Talascend is seeking a professional, skilled individual for our Site Administrative Assistant position located in Mesquite, NV.
The Site Administrative Assistant provides a wide variety of administrative support services to the project manager, project document manager, and jobsite team, as well as coordinating with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of protocol. This Site administrative Assistant must be able to work in a fast-paced environment, as well as being able to multi-task and provide a high level of support to all on the project team. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM)c and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, timekeeping and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work.
Major Responsibilities:
• Receives and screens phone calls visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.
• Keeps abreast of key issues, commitments, and priorities of manager.
• Often researches information and compiles summary reports.
• Reviews accuracy and format of outgoing documents which require manager approval.
• Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager.
• Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
• Supports site audits of the document management program.
• Stay current on all document management governance documents and documentation quality requirements.
• Perform quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Performs other administrative or clerical duties as assigned.
• Performs proxy services as requested.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Coordinates with new employees to ensure appropriate paperwork is collected and sent to the required departments
• Handles facility coordination and badge issuance.
• Deploys IT equipment to new team members.
• Works with project accounting to coordinate e-Track and time charging tracking.
Education and Experience Requirements:
• Must have minimum of 5 years office administrative/secretarial experience. Experience must have been obtained within the past 7 years.
• Must have the right to work and remain in the United States without visa sponsorship.
Required Knowledge, Skills, and Abilities:
• Must be able to work in a fast paced, construction environment.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must hold a valid driver’s license.
• Must be willing and able to work overtime with little or no notice.
• Experience with e-Track
The Site Administrative Assistant provides a wide variety of administrative support services to the project manager, project document manager, and jobsite team, as well as coordinating with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of protocol. This Site administrative Assistant must be able to work in a fast-paced environment, as well as being able to multi-task and provide a high level of support to all on the project team. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM)c and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, timekeeping and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work.
Major Responsibilities:
• Receives and screens phone calls visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.
• Keeps abreast of key issues, commitments, and priorities of manager.
• Often researches information and compiles summary reports.
• Reviews accuracy and format of outgoing documents which require manager approval.
• Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager.
• Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
• Supports site audits of the document management program.
• Stay current on all document management governance documents and documentation quality requirements.
• Perform quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Performs other administrative or clerical duties as assigned.
• Performs proxy services as requested.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Coordinates with new employees to ensure appropriate paperwork is collected and sent to the required departments
• Handles facility coordination and badge issuance.
• Deploys IT equipment to new team members.
• Works with project accounting to coordinate e-Track and time charging tracking.
Education and Experience Requirements:
• Must have minimum of 5 years office administrative/secretarial experience. Experience must have been obtained within the past 7 years.
• Must have the right to work and remain in the United States without visa sponsorship.
Required Knowledge, Skills, and Abilities:
• Must be able to work in a fast paced, construction environment.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must hold a valid driver’s license.
• Must be willing and able to work overtime with little or no notice.
• Experience with e-Track
We thank all applicants for their interest. However, only those qualified individuals who closely meet the qualifications of the position will be contacted. The details of the position are only a summary, other duties may be assigned as necessary.
Background Check and Drug Screen may be required.
Talascend is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.