Site Project Administrator

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