Job Description

Join our team as an Administrative Assistant!

We are seeking an Administrative Assistant to provide administrative and coordination support to project teams with minimal supervision. The role requires strong knowledge of project procedures across all phases, independent judgment, and regular interaction with clients, vendors, and internal teams.

Job Description

• Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system.
• Creates expense reports for project team members. Is coordinator of project communications.
• Frequently interacts with upper management on related project issues, as well as external clients.
• May maintain personal calendar for project manager.
• Performs scanning and electronic filing.
• Answers phones
• Greets and directs visitors.
• Assembles documents (reproduction and collation)
• Performs word processing and data entry.
• Orders office supplies
• Maintains project calendar.
• Arranges project-related meetings, travel and/or events.
• Generates or distributes ad hoc reports using various business systems and databases internal project team
• Generates simple documents, such as letters and memos.
• Generates more complex documents, such as spreadsheets and presentations.
• May coordinate collection of timesheets.
• May route and track invoices.
• May verify accuracy of invoices prior to approval.
• Performs other general clerical duties as needed.
• Individual contributor with no subordinates

Skills Required

• Intermediate spreadsheet and word processing skills needed.
• 5+ years relevant experience preferred.
• must have intermediate to advanced Microsoft Suite technical skills, strong interpersonal skills, and knowledge of electronic file structures/filing. Knowledge of electronic submittal practices and SPECS Intact is also strongly preferred
• Intermediate MS Word skills
• Intermediate MS Excel and PowerPoint skills
• Intermediate MS Outlook skills
• Communication skills, including verbal and written skills
• Expense Reporting Systems (Creating)
• Expense Reporting Policies and Procedures (Reviewing and approving)
• Time Reporting Systems
• Time Reporting Policies and Procedures
• PeopleSoft and Blueprint Basic Users
• Telephony and Web conferencing
• Electronic Repository Systems
• Travel Systems
• Financial Information Systems/Business Reporting System.

Education/Training/Certifications

• High School Diploma or equivalent preferred.

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state, or local laws.

JOB-10044348

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