Administrative Assistant

Job Description

This role will provide administrative support in Project Management office and its daily administrative duties and functions for the office. The successful candidate will perform a wide range of administrative and general duties of a highly responsible and confidential nature.

Responsibilities and Functions

The overall range of administrative support assistance includes:

• Typing general correspondence and other miscellaneous documents.

• Processing requests for:

• Special Mail delivery services.

• Scanning documents for formatting

• Maintaining File Systems:

o All Project Management Projects

o Basic Office

• Ordering and maintaining general office and computer stock supplies.

• Distribution of daily incoming mail.

• Schedule and assist with contractor safety orientation and badging.

• Follow up with points of contacts to ensure that appendix “D” (background check paperwork) was properly submitted to CARCO for clearance.

• Check Background Check Database for cleared contractors and advise point of contact.

• Follow up with Corporate Security on contractor background check clearance issues.

• Assist with maintaining the contactor database.

• Assist with completing and filing of all contractor paperwork.

• Manage travel arrangements for PM staff.

Skills

• Proficient in Microsoft office programs including Excel, Word, PowerPoint & Outlook.

• Familiar with SAP

• Excellent ability to organize, multi-task and be detail-oriented.

• Recognize and maintain confidential information.

• Ability to plan and coordinate major projects with increased experience.

• Strong ability to manage time efficiently to undertake a variety of assignments.

• Expected to develop a thorough understanding of the Department’s/Site’s operations, organization & procedures.

Education and Certifications

• Minimum of 8 years of secretarial experience in progressively demanding environment

• High School Diploma or equivalency,

• two year degree preferred; 4 year desirable. 

Qualifications

Additional Information

All your information will be kept confidential according to EEO guidelines.