Position Overview
Provide comprehensive administrative support to the Client Site / Contractor Services Manager assuring confidentiality in all aspects. Plan, organize and execute complex activities including special projects and activities in support of the Client Site / Contractor Services Manager objectives.
Responsibilities & Duties
- Schedule and organize meetings and team activities; prepare meeting agendas and minutes. Participate in meetings as required.
- Produce Engineering Payroll and project tracking reports for Nested Contractor Engineering Company.
- Work weekly to produce the timesheets for the Nested Contractor Engineering Employees. Run weekly cost reports for both the client and Engineering group Project Managers. Track all cost for Engineering charges. Produce Nested Contractor Engineering Company Invoices weekly.
- Administrative Support
- Organize and prioritize large volumes of information. Maintain Client Site calendars and schedule appointments. Screen incoming calls and correspondence. Create presentations, spreadsheets, databases, memos, charts, tables, graphs, and other general business correspondence as required. Reconciliation of accounting, purchasing requisitions, expense reports, corporate credit card accounts other organizational processes as required. Order and maintain office supplies to support both departments as well as nearby conference rooms. Responds to routine/monthly reporting requirements and other correspondence.
- Travel coordination for various departments.
- Arranges air/ground transportation and lodging in accordance with established itinerary. Interact with appropriate internal and external contacts to coordinate details as required.
- Administer project creation for various department.
- Create new project in all tracking systems including but not limited to SAP, GCM, tracking spreadsheet, and Documentum. As well as distribution of all communications and information pertaining to the project.
Additional Position Requirements
- The Administrative Assistant receives limited routine supervision and relies on experience, education, and good judgment in making decisions.
- Professional, competent, and positive interactions with corporate executives, visitors, plant employees will be essential.
- Purchase supplies and other items necessary for the operation of the departments.
- Organize and control events within budget guidelines.
- Must work independently to complete assignments in a time frame that meets/exceeds deadlines.
- Prioritization of correspondence, dissemination of information, demands and other activities in the most effective manner.
- Think “outside the box” concerning all aspects of the position to determine if there are areas for improvement or cost savings.
- A positive attitude and professional work ethic are essential.
- Confidentiality is mandatory.
Experience & Knowledge Requirements
- Associate degree in Business Administration required
- Project management experience required
- Plant experience required
- Professional experience (5-10 years) preferred
- Leadership skills will be advantageous
- High level of proficiency in personal computers (including Microsoft Office) is necessary
- Excellent written and verbal communication skills
- Must have a high level of interpersonal skills to handle sensitive and confidential situations and information
- Ability to handle frequent work interruptions
- Ability to prioritize work assignments, work in fast-paced environment, and manage multiple and competing tasks and demands.
- Organization and time-management skills is essential
- Continual attention to detail and deadlines
- Must be a self-starter with a high degree of initiative
- Demonstration of interpersonal skills