Purpose

To provide administrative support to an operations team/department through all phases of business including proposals and response letters, as well as assisting with work / change orders, submittals, and research.

Key Responsibilities

Leadership and Direction 

• Perform work under moderate supervision. Receive direction on moderately complex assignments, tasks, and execution. Work is frequently reviewed by more senior staff to ensure application of sound techniques and principles. Review work produced by junior staff for quality assurance.

At the Operational and Company Level

• Greet scheduled visitors and accompany to appropriate area or person. 
• Coordinate and arrange meetings, prepare agendas, reserve, and prepare facilities. 
• Communicate with internal and external clients, Project Managers, and other staff on project related matters.
• Act at times as the liaison between workgroups and outside stakeholders – suppliers, clients, etc. Also act as liaison with corporate headquarters, disseminating information to local office staff accordingly.

Do the Work

• Perform administrative duties such as coding documents, copying, scanning, printing, binding, collating, data entry, research, etc. 
• Organize and maintain file system, file correspondence and other records. 
• Make copies of correspondence and other printed material. 
• Prepare outgoing mail and correspondence. 
• Handle all incoming mail; scan, date, distribute and file. 
• Maintain office supplies inventory; anticipate needed supplies; place and expedite orders for supplies. 
• Compose and type routine correspondence and spreadsheets. 
• Serve as back up to receptionist function as required.
• Create and track work requests. 
• Assist with the timesheet and invoicing process for assigned departments. 
• Review invoices for accuracy within assigned department.
• Anticipate future needs and respond to changing situations. 
• Effectively manage conflicting priorities, including organizing workflow, and teaming with colleagues to accomplish tasks and balance workloads. 
• Research and prepare reports relating to departmental projects and activities. 
• Receive and screen telephone calls; answer questions; and take accurate messages. 
• Perform special projects as assigned.
• Assist other administrative team members as needed.

Success Metrics and Competencies

Ideal candidate will consistently demonstrate...

• Ability to work both independently and within a team environment. 
• Ability to effectively communicate with all levels of the organization and external partners. 
• Strong sense of urgency in responding to constituents. 
• Effective verbal and written communication skills. 
• Effective organizational skills and attention to detail. 
• Strong work ethic and positive attitude. 
• Professional appearance, approach, and demeanor. 
• Dependability and punctuality.

Education, Work Experience, Licensure/Certifications, and Technical Requirements

• High School Diploma, GED, or equivalent commensurate experience required. 
• Post-High School education, Associate’s, or Bachelor’s degree preferred. 
• Three or more (3 ) years of experience in an administrative role. 
• Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint) 
• Must hold a valid state driver’s license and successfully pass a motor vehicle check. 

Physical Demands and Working Environment

• Primarily indoor professional office environment, which can consist of possible bright/dim light, noise, fumes, odors, and traffic. 
• Mobility around an office environment. 
• Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 
• Occasional lifting or carrying up to 20 pounds. 
• Occasional pushing or pulling up to 20 pounds. 
• Occasional reaching outward or above shoulder. 

Note: While this job description is intended to be an accurate reflection of the job requirements, it is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary at any time with or without notice. 

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