The Administrative Assistant will be responsible for providing professional support to the Project Controls department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Handle a wide variety of situations involving the clerical and administrative functions.
Develop and maintain project sites in Microsoft SharePoint.
Provide document control services through the use of Microsoft SharePoint for internal, client, and vendor communications (transmittals, meeting minutes, engineering drawings, request for information (RFI’s), etc.)
Assist with the development of project document control index (DCI)
Assist staff in all possible works; including, but not limited to scheduling meetings, running personal errands, preparing documents, correspondence, and presentations.
Assist with support of Business Development staff in a variety of administrative tasks related to the job.
Assist with the reproduction services for all business development transmittal documents, shipping and delivery of proposal deliverables.
Assist with Letter of Credit documents and submissions.
Maintains confidence and protects operations by keeping information confidential.
Maintain relationships with customers.
Maintain confidential project information.
Filing, faxing, and e-mailing various documents.
Prepare communication materials and documents that are aesthetically pleasing and useable.
Develop accurate, professional written communication; resumes, memos, and letter.
Develop and maintain diagrams in Visio.
Develop and maintain relationships with employees at all locations.
Conduct activities in a safe and healthy manner and work in accordance with established safety and company requirements.
OTHER DUTIES AND RESPONSIBILITIES:
Provide support to departments primarily in accounting, purchasing, or human resources when needed.
Promote a positive working environment in order to achieve the organization’s goals.
Perform other administrative office duties as assigned.
Work is performed mostly in a controlled atmosphere. Some exposure to harsh conditions for short periods of time is possible.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this position, the employee is occasionally required to walk, stand, kneel, repetitively use hands keyboarding, twist upper body, bend at waist, reach with hands and arms; climb or balance; talk and hear. Sitting 90%; standing/walking 10%. Occasionally lift and or move up to 20 pounds and 40 pounds rarely.
KNOWLEDGE / SKILL / ABILITY / EDUCATION / EXPERIENCE:
High School diploma or GED is required.
One (1) to three (3) years of experience as an administrative assistant is preferred.
Must present a positive image on the phone and in-person.
Must have a positive attitude and cooperate well.
Exceptional attention to detail, accuracy, and ability to work in a fast-paced environment is required.
Experience with Microsoft SharePoint is required.
Excellent organization and planning skills.
Must be responsible and reliable.
Requires a strong ability to multi-task and flexibility to learn and accept other duties.
Excellent written communication skills are required.
Computer skills and a basic knowledge of Microsoft Windows based programs are required.
Hands-on experience with MS Office Suite (particularly MS Word and MS Excel). Ability to effectively interact with co-workers, clients, vendors, and other business contacts.
Must comply with Roeslein & Associates core values for the safe and efficient operation of the business and maintain sound relationships among and with employees.