Site Administrative Assistant - Marshalltown, United States - Bechtel

Description

Requisition ID: 276150

• Relocation Authorized: None
• Telework Type: Full-Time Office/Project
• Work Location: Marshalltown,IA

Company Overview
Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel is our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

Project Overview

Bechtel is among the most respected engineering, project management, and construction companies in the world. Bechtel operates through five global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; energy and manufacturing and technology. Today, we team with customers, partners, and suppliers on diverse projects in nearly 40 countries. Bechtel's focus on renewables and clean energy is helping our customers deliver transformational projects improving the global carbon footprint on a path to net zero. The Bechtel renewables team will perform project management, engineering, procurement, construction, commissioning, and startup for onshore renewable wind production throughout various locations in the US. The work location for this project is Marshalltown, IA. This position is contingent upon project award.

Position Summary

This position is for a Site Administrative Assistant to provide all-around administrative support to the Salt Creek Wind Project. The work location for this assignment is Marshalltown, IA. Relocation assistance is not authorized for this position. The Site Administrative Assistant provides a wide variety of administrative support services to the project manager, project document manager, and jobsite team, as well as coordinating with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of protocol. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM) and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work.

Responsibilities

• Receives and screens phone calls, visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.
• Keeps abreast of key issues, commitments, and priorities of manager.
• Often researches information and compiles summary reports.
• Reviews accuracy and format of outgoing documents which require manager approval.
• Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager.
• Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
• Supports site audits of the document management program.
• Stays current on all document management governance documents and documentation quality requirements.
• Performs quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Performs other administrative or clerical duties as assigned.
• Performs proxy services as requested.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Handles facility coordination and badge issuance.
• Deploys IT equipment to new team members.

Qualifications and Skills

Basic Qualifications

• Must have the right to work and remain in the United States without visa sponsorship.
• Must have minimum of 5 years office administrative/secretarial experience. Experience must have been obtained within the past 7 years.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency.
• Must be able to always provide clear communication to other personnel in a professional manner.
• Must be able to perform multiple tasks while meeting deadlines.
• Must hold a valid driver's license.
• Must be willing and able to work overtime with little or no notice.

Additional Qualifications

• Experience with Aconex or other Electronic Content Management Systems.
• Previous Bechtel experience working as an administrative assistant/secretary.
• Familiarity with Bechtel, and legal information management/records management requirements.
• Experience working at a construction jobsite.
• Experience with e-Track.
• Technical vocabularies and terminology common to the assignment.
• Document Control practices and the use of Content Management Systems.
• Strong organizational skills and the ability to prioritize administrative deliverables.
• Effective leadership skills.
• Professional telephone practices.
• Demonstrated knowledge of filing systems and common office procedures.
• Ability to make decisions on matters that do not require management level involvement.

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we've completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through five global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals; and Manufacturing & Technology. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.

Bechtel employees are required to be vaccinated for COVID-19 or show proof of a negative test result prior to accessing Bechtel sites/facilities to the extent required by applicable law or by customer requirements.