What are the responsibilities and job description for the Project Administrative Assistant position at Universal Field Services, Inc.?
Universal Field Services is seeking a Project Administrative Assistant to support our Oversight team. This is hybrid role in OKC. This is ideal for someone who thrives with autonomy, takes initiative, and is comfortable managing tasks with minimal supervision. We're looking for someone who is organized, proactive, and able to think independently in a fast-moving environment!
About the Role
This position provides day-to-day administrative support to our Oversight team, including:
- Data entry and document management
- Assisting with project tracking and reporting
- Organizing and maintaining right-of-way (ROW) project documentation
- Supporting field staff
- General administrative support for the team
SUMMARY
This position is primarily responsible for performing routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, or providing information to callers by performing the duties described herein.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Core duties and responsibilities include the following. Other duties may be assigned.
- Greets visitors and callers, handles inquiries, and directs them appropriately.
- Operates office equipment and uses computers for spreadsheets, word processing, database entry, and other applications.
- Sets up and maintains paper and electronic filing systems.
- Records, types, and distributes meeting notes, correspondence, and reports.
- Prepares outgoing mail and correspondence, including email, faxes, and courier packages.
- Orders and maintains supplies and arranges for equipment maintenance.
- Tracks project documentation and assists with reporting to ensure compliance with state and federal standards.
- Works cooperatively with all office staff.
- Reports to the GIS Manager, Project Manager, Assistant Project Manager, or Supervisor as defined by the project(s).
PREFERRED QUALIFICATIONS
- Legal background is a plus
- Title background is a plus
- Strong organizational skills and attention to detail
- Comfortable balancing office work with occasional errands
- Proficient with Microsoft Office (Word, Excel, Outlook)