What are the responsibilities and job description for the Administrative Assistant position at TranSystems Corporation?
Overview:
Interested in joining our team? We’re looking for top talent to grow with our firm. This is a great time to join Gannett Fleming TranSystems!
What you'll be challenged to do:
What you bring to our firm:
Gannet Fleming TranSystems is proud to be an equal opportunity employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law).
As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. Gannett Fleming TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation.
Recruiters or staffing agencies: Gannet Fleming TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.
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TranSystems has completed a strategic merger with Gannett Fleming to create a best-in-class organization (Gannett Fleming TranSystems) with approximately $1.3 billion in revenue and a highly skilled workforce of more than 5,000 employees.
Both companies are recognized as top 20 providers on the Engineering News-Record (“ENR”) rankings for transportation design services. We are committed to building strong relationships with our clients, partners, and communities, because we believe we can go farther together. The transaction not only enhances our transportation expertise and reach, but it expands offerings across the water, environmental, and power markets.
Interested in joining our team? We’re looking for top talent to grow with our firm. This is a great time to join Gannett Fleming TranSystems!
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Responsibilities:What you'll be challenged to do:
Manages document processes and systems to ensure control and availability. May provide training on documentation and record retention policies, records destruction, disaster recovery, procedures and instructions to site personnel.
Essential Functions:
What You’ll Do:
- Defines standards and workflows for document management as well as leads the collection, authorization, publication, storage, retrieval, and retention of documents.
- Establishes (within corporate or client guidelines) the document controls strategy, systems, and policies and procedures including but not limited to the authoring, approval, publishing, version control and archiving of all project or program related documents.
- Maintains the master electronic project files.
- Prepares records for inactive storage according to the Records Retention Schedule. Copies and scans documents as needed to perform distribution and storage duties.
- Manages and audits document control processes and systems to ensure control and availability of documentation to appropriate personnel.
- May provide training to project personnel regarding document control and record retention policies, procedures, and project management system use.
- Reviews new and revised documentation for suitability and conformance to GFT or client standards.
- Performs and/or supports quality reviews and audits associated with document controls procedures.
- Read and extrapolate information from contracts, (i.e. invoicing, certificate of insurance requirements, etc.)
- Maintain CEI certification chart and reference sheet
- Schedule certification classes and follow-up before class.
- New employee coordination and onboarding. (vehicles, computers, PPE and field equipment, etc)
- Performs other duties as assigned.
What you bring to our firm:
- High School Diploma or equivalent
- 2-3 years technical administrative support experience
- Will be expected to demonstrate proficiency with Microsoft Office - Word, Excel, and Outlook
- Ability to work in a fast-paced environment and take on additional responsibilities and challenges
- Acrobat: strong understanding of editing pdf’s; compiling smart pdf’s.
- Ability to work well in a team environment and independently with minimal supervision
- Must be proactive, very detailed oriented, highly organized and motivated with a positive attitude
- Actively engages multiple perspectives when solving problems, seeks to learn from peers, and encourages reciprocal learning among team members.
What we’d prefer for you to bring to our firm:
- Construction background preferred
- Project management experience or training preferred
- Experience with Bluebeam is preferred.
Gannet Fleming TranSystems is proud to be an equal opportunity employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law).
As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. Gannett Fleming TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation.
Recruiters or staffing agencies: Gannet Fleming TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.
#LI-HM1
