Infrastructure & Capital Projects – Administrative Assistant I, ANS

THE WORK:

• You’ll support project managers and senior project managers with project planning, budgeting, scheduling, and contract administration tasks, ensuring all activities are documented and aligned with project timelines and objectives.
• You’ll collaborate in the coordination of field activities, ensuring proper communication between on-site teams and office staff, assisting with quality control measures during construction or abatement phases.
• You’ll prepare and maintain accurate written records, project documents, and correspondence related to ongoing construction projects, ensuring compliance with all project requirements and client expectations.
• You’ll facilitate communication with clients regarding project progress, coordination updates, and contract administration, ensuring regular updates are provided and all concerns are addressed promptly.
• You’ll assist in tracking project budgets, reviewing invoices, and managing funding sources, including grant funding requests. Provide support in the preparation and monitoring of project budgets and schedules.
• You’ll aid in the procurement of materials and supplies needed for project completion, ensuring timely delivery of resources and materials required for successful project execution.
• You’ll assist in monitoring project goals to ensure they remain achievable, and work closely with project managers to troubleshoot issues and support the timely execution of projects.
• You’ll assist in office event scheduling, new hire onboarding, training preparation, and space setup, ensuring office operations run smoothly and efficiently.
• You will organize and maintain critical project communication and documentation, ensuring that all project files are accurately kept and accessible for all relevant parties.
• You’ll provide general administrative support, including answering phone calls, sorting and distributing incoming mail, greeting clients and guests, preparing documents, and performing clerical duties such as filing, copying, and scanning.
• Onsite at client site: The work location for this role is onsite with our clients and partners to enable delivery and cultivate our client relationships.

HERE’S WHAT YOU’LL NEED:

• High school diploma or equivalent.
• 18 years or older.
• Minimum one (1) year of experience with MS Word, Excel, and PowerPoint.

BONUS POINTS IF YOU HAVE:

• Ability to work in a team environment.
• Multi-tasking skills and ability to organize. workload while still maintaining attention to detail.
• Strong customer service, interpersonal and communication skills.
• Reliable, responsible, and dependable.
• Ability to transcribe dictated material.