Overview

Essential Functions:

• Facilitate the implementation of filing and organizational system throughout all Engineering departments at the center. Upon implementation, the Administrative Assistant will provide support to maintain and update these standardized and filing systems.

• Provide calendar management to include creating meeting invitations, visitors pre-clearance, and conference room reservations, disseminating information to meeting participants, arranging for catering services if needed and handle all communications with both internal and external sources.

• Compose, edit, type, and prepare documents to included letters, memos, forms, faxes, and transmittals, policies and procedures (including handling of confidential information).

• Develop and create project-standardized files, folders and systems.

• With minimal direction compose correspondence in support of Contract Manager.

• Draft documents for review and implementation by the Contract Manager.

• Provide superior customer service to internal and external clients and customers in a professional, positive manner.

• Provide telephone support to include answering, screening and processing telephone calls.

• Maintain up to date call list.

• Provide administrative support to include proposal preparation (including Power Point and graphic packages) and prepare spreadsheets, graphs, and charts, and presentation materials.

• Coordinate monthly department meetings, record and distribute meeting minutes.

• Sort, open and prioritize mail both incoming and outgoing in support of the Contract Manager.

• Develop and maintain a standard filing system (hard copy and electronic).

• Prepare, code and process check request, expense reports and invoicing. Obtain required approval signatures and submit to Accounts Payable.

• Compile, organize and finalize other documents for signature and distribution.

• Prepare weekly office supply order. Verify that all items are received and distribute as appropriate.

• Visit and perform filing and administrative duties at each of the engineering office sites.

• Create and maintain files for Life Safety Systems, loss prevention systems and operating permits for each property.

• Review, create and maintain all filing systems for the Service Department.

• Work and communicate effectively with all Contract Manager and site Supervisors.

• Perform special projects, as assigned.

• Perform data entry in the work order systems.

• Create and track purchase orders in the accounting system.

• Assist in quarterly safety meeting preparation and set up.

• Assist in Semi-Annual staff meetings with Engineering.

Qualifications:

• High school diploma or GED

• Minimum of 3-5 years of relevant administrative support experience and special projects experience

• Strong organizational skills with ability to set priorities, manage multiple projects, and meet project deadlines

• Demonstrated ability to determine needs and achieve results without close supervision

• Demonstrated ability to take initiative and lead projects

• Ability to effectively interface with all departments of the company and to represent the company in a highly professional manner

• Superior verbal and written communication skills

• Strong analytical skills

• Exhibits and champions excellence in work and willingness to embrace change

• Ability to produce quality work in a consistent manner

• Ability to work under pressure and within time constraints

• Attention to detail

• Flexibility with work schedule to include working overtime hours

• Adaptability to changing demands

• Proficiency with Microsoft Office products to include Word, Excel, Power Point, Outlook, etc.

REQNUMBER: 111920

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.