Admin Tech III (No Per Diem)

Brown & Root Industrial Services, LLC•Moncks Corner, SC

3d•Onsite

About The Position

Summary: Keeping the site’s filing system in order, assisting with implementation of new administration systems Use of WebEDMS as well as knowing the filing style of the in-house paper filing system Monitoring office supplies and ordering new items, furniture, appliances, toner, electronics, etc. as required Through the Sam’s club membership with company issued card – Toner is ordered through the contract DuPont has with MY RICOH Monitoring of custodial contractors to ensure office cleanliness and building appliances are in good working order. Ensuring site is kept clean and maintained – Ms. Mattie does a great job keeping the site clean but not everything is left to her. Cleaning out the appliances and sink fall’s on the site admin and employees. Sorting and distributing incoming and outgoing mail Checking the mail every other day and distributing it to the respected person. If the mail is not needed – toss. Management of site phone list and Outlook email distribution lists Ensure everyone on site’s information is in the phone list and whoever leaves is removed. Email distribution is handled by the personnel team. Coordinating new employee PPE procurement Issuing BootJack Vouchers and Rx eyeglass vouchers when requested Supporting audit preparation and execution Setting up the conf. room supplying office supplies, coffee, water and potentially lunch Be present at the opening and closing meeting and be available for documentation questions. Purchasing as needed and paying some vendor invoices. Like office name plates and packaging labels go through specific venders Submitting expense reports to track business credit card expenses (e.g., team lunch) Any purchased made with the company card goes in and expense report that is sent to Tony then off to be approved from DuPont’s corporate team to be paid to the bank. All expense reports are due by the end of the month. Have through comments – less likely to be denied. Planning and execution of on and off-site events Any events – cook outs, holiday parties, what have you – plan, set up, and tear down. Keep an eye on the fridge to toss anything that has been left for 5 days. If the even was a Thursday toss end of day Monday. Organizing and coordinating staff and external meetings If there is a meeting located off-site, preparing, planning meals, supplies, and tasks. Assisting with travel arrangements, meeting room bookings, visas, etc. Off-site DuPont visitor comes arrange hotels and rental cars if they haven’t already, set up a “welcome to the site” meeting with security (Marty) and safety (Jane) first before the tour of the site with leadership prior to the event taking place in the conference room. Protecting the organization's value by keeping information confidential Don’t share information – you will be attending meetings as the only contractor in DuPont topic meetings, don’t share the information you receive especially when if being confidential is mentioned. Assisting with site communications Emails, teams messages, flyers Own and manage controlled documents and associated updating, routing, and approval processes including MOCs. Main responsibility – Documents are ever changing this task is what keep you the busiest. Own and maintain controlled document storage, routing, and approval system. WebEDMS – once the document is approved through WebMOC it is sent to WebEDMS the search engine for approved controlled documents in the Cooper_River file share. Ensure controlled documents are reviewed and approved on-time. Sending out reminder emails to individuals who still need to review or acknowledge documents. Ensure relevant versions of documented information is available at the point of use, ensuring obsoleted documents are no longer accessible, and record retention policies are enforced. If a runsheet is changed – updating the runsheet in the file share as well as in the filing drawer in the clean room. Training of site personnel in document management system and processes Hosting meeting for training individuals who have a harder time processing the information and putting it into action.

Requirements

Has developed knowledge and skills in own area; may still be acquiring higher level skills.
Works with moderate supervision/ guidance; accountable for individual results and impact on team.
Expands knowledge and skills.
Works on straightforward tasks using established procedures; work is subject to review by others.
Depends on others for instruction, guidance and direction.
Develops knowledge and skills in basic practices and procedures within own area.
Applies basic technical skills and knowledge to complete assigned work.
Responds to standard requests from internal or external customers.
Solves routine problems by following defined procedures.
Manages own time to meet deadlines set by others.
Works with others as part of a team
0-5 years of administrative experience.
Proficiency in Microsoft Office Suite.
Attention to detail.
Proofreading and editing.
Written, verbal, and interpersonal skills.

Nice To Haves

Previous experience in an engineering environment is preferable.

Responsibilities

Keeping the site’s filing system in order, assisting with implementation of new administration systems
Use of WebEDMS as well as knowing the filing style of the in-house paper filing system
Monitoring office supplies and ordering new items, furniture, appliances, toner, electronics, etc. as required
Monitoring of custodial contractors to ensure office cleanliness and building appliances are in good working order.
Sorting and distributing incoming and outgoing mail
Management of site phone list and Outlook email distribution lists
Coordinating new employee PPE procurement
Issuing BootJack Vouchers and Rx eyeglass vouchers when requested
Supporting audit preparation and execution
Purchasing as needed and paying some vendor invoices.
Submitting expense reports to track business credit card expenses (e.g., team lunch)
Planning and execution of on and off-site events
Organizing and coordinating staff and external meetings
Assisting with travel arrangements, meeting room bookings, visas, etc.
Protecting the organization's value by keeping information confidential
Assisting with site communications
Own and manage controlled documents and associated updating, routing, and approval processes including MOCs.
Own and maintain controlled document storage, routing, and approval system.
Ensure controlled documents are reviewed and approved on-time.
Ensure relevant versions of documented information is available at the point of use, ensuring obsoleted documents are no longer accessible, and record retention policies are enforced.
Training of site personnel in document management system and processes

Benefits

Brown and Root offers a selection of competitive lifestyle benefits which include a 401K plan with company match, medical, dental, vision, life insurance, AD&D, flexible spending account, disability, paid time off, and flexible work schedule.
We support career advancement through professional training and development.

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume