Administrative Assistant - Project Management

ITAC•Chester, VA

1d•Onsite

About The Position

The Administrative Assistant is expected to apply accepted documents control, business, project, administrative, and human resource procedures. Some tasks will have clear and specified objectives, and some work will be self-directed. The Administrative Assistant will be required to review the details of each completed task to ensure that his/her work is error-free. Tasks assigned may vary as needed for assigned operating unit/department. The administrative assistant must be able to work well with others. Overtime is sometimes required to meet position objectives.

Requirements

High School degree required
Experience as an Administrative Assistant, preferably in a project management setting
Strong knowledge of project management principles and practices
Proficient in using project management software and tools
Proficiency in MS Office Suite (Excel, PowerPoint, Word)
Excellent organizational skills with a strong attention to detail
Ability to manage multiple priorities and adapt to changing demands
Strong written and verbal communication skills
A proactive attitude and willingness to take initiative

Nice To Haves

Associate's degree in a related field preferred

Responsibilities

Day to day office support
Create new files (physical and electronic as needed)
Travel arrangements for employees
Organize and coordinate client/vendor visits and lunches
Support department managers with expense reports and credit card coding requirements.
Support departments to ensure jobs or project execution meets ITAC policy and procedure standards.
Support the development of proposals by assisting with setup, combining documents, and issuance.
Format documents (Word, Excel, PowerPoint, etc.) to align with brand standards
Support CRM efforts and data input and upkeep
Assist with job set up, ensuring completeness and accuracy. This includes entering job estimates into the accounting system as well as reviewing client purchase orders.
Assist with evaluation of project and department profitability
Lead project and department initiatives
Golf tournament and sponsorship registrations
Community organization member registration and renewal
Priority list management
Assist project managers with controlling project documents. This includes drawings and specifications issued for review, approval, bid, construction, and/or POs, COs, contracts, etc.
Implement document control procedures to control documentation flow through ITAC.
File project documents in SharePoint, Procore, servers
Maintain files in ITAC’s Standard Documents SharePoint folder.
Knowledge of printing and copying systems
Ensure proper filing and storage of documents on projects.