Administrative Assistant II
About The Position
HGL is seeking an Administrative Assistant II to join our Overland Park, KS office. The candidate for this role will perform a wide variety of tasks in support of office and project administrative functions. Projects involve environmental investigation and remediation, including design, implementation, and performance monitoring to reach site closure. In this pivotal role, you will oversee the front desk operations, uphold our brand standards, and set the tone for employee and visitor interactions by fostering a welcoming environment. The ideal candidate will have an ambitious, proactive mindset and enthusiasm for growing and learning.
Requirements
- Minimum of 1 year of demonstrated office and/or project administration experience.
- A high school diploma plus additional training or education in areas of specialization equivalent to an associate degree.
- The successful candidate will be expected to have the ability to understand and perform work assignments within the general prescribed guidelines.
- Proven attention to detail and the ability to prioritize work and remain organized.
- Strong analytical, organizational, multi-tasking, written, and verbal communication skills.
- Proficiency in Microsoft Office Suite including Outlook, PowerPoint, Word, and Excel.
- Ability to learn new software programs relevant to office and project administration.
Nice To Haves
- Experience working in a project-oriented organization or environmental industry is a plus.
- Advanced knowledge of Microsoft Word and Excel.
- Experience with Adobe Acrobat and SharePoint.
- Bachelor's degree is preferred.
- Study in area of business administration is a plus.
Responsibilities
- Responsible for general office tasks, such as answering the phone; maintaining a clean, tidy, and orderly office; tracking and ordering office supplies; processing daily mail and packages, communicating with and answering questions from employees/vendors, and making travel arrangements.
- Manage physical and digital filing systems.
- Prepare and track purchase order requisitions.
- Solicit updates from internal and external points of contact for regular information exchanges (IT, H&S, QC, Building Management, etc.).
- Maintain security, computer and visual operations systems.
- Prepare and review budget trackers.
- Work with Accounting to obtain data reports.
- Prepare monthly progress reports that track performance against goals.
- Support and coordinate meetings including planning for supplies, meals, logistics, and facilities for small and large groups.
- Maintain, create, and update databases and spreadsheets in Microsoft Excel and manage project documents.
- Collaborate with colleagues to ensure seamless coordination and support across departments.
- Process and track invoices for multiple projects and vendors.
- Perform necessary tasks outside of the office, as needed.
- Format reports and other written documents in Microsoft Word according to HGL style guidelines and produce project documents in both hard copy and digital formats.
- Assist with the preparation and submittal of daily, weekly, monthly, quarterly, semi-annual, and annual reports for multiple projects.
- Assist with workload forecasts with input from technical managers.
Benefits
- career growth opportunities via mentoring, training, education, and support for your certifications and licenses.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
