Administrative Assistant Job at SPECTRAFORCE in Mesquite

Position Title: Site Administrative Assistant

Location: Mesquite, NV

Duration: 11+ Months

Job Description:

This position is for a Site Administrative Assistant to provide all-around detailed oriented Administrative/Timekeeping and Document Control support to the Escape Solar Project. The work location for this assignment is Mesquite, NV. Relocation assistance is not authorized for this position.

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#LI-KL1

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 client 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

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com

Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.

California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.

LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $28.95/hr.