Administrative Assistant

OTSI • Conway Springs, KS

30d

About The Position

· </span> Administrative support include Project Managers, Project Supervisors, Staff Engineers, and Field Management. </span> · </span> Handling confidential project documentation. </span> · </span> Assist with preparing purchase orders, invoice coding, and expense tracking. </span> · </span> Assists in planning and coordinating training and safety events. </span> · </span> Prepares monthly expense reports for supported personnel. </span> · </span> Coordinate travel planning and scheduling for individuals and groups. </span> · </span> Manage incoming calls, visitors, deliveries, and mail for the project site. </span> · </span> Prepare meeting agendas, take minutes, and distribute follow‑up documentation. </span> · </span> Maintain and organize the office trailer, ensuring supplies, equipment, and documents are readily accessible. </span> · </span> Coordinate facility scheduling and catering for large meetings and events. </span> · </span> Create requisitions and receipts for vendors.

Requirements

• Candidate must be very detail oriented and must be able to deal with large volumes of data and maintain a high level of accuracy. Requires strong computer skills and working knowledge of Microsoft Office.
• Must have the ability to apply creative problem solving and sound reasoning.
• Must be able to handle multiple priorities, organize workload, adapt quickly to change, and provide a high level of internal communication.
• Must be able to work both independently and as a member of a team.
• Comfortable working in a job site environment
• Requires a high school diploma or the equivalent.
• The ideal candidate will possess the ability to perform successfully in a fast paced environment, maintain superior communication skills, and provide support to multiple personnel.

Nice To Haves

• PeopleSoft and Box Systems or related systems experience is preferred.
• A Bachelor’s degree in Business, Communications, Accounting, or related field is preferred, but not required.

Responsibilities

• Administrative support include Project Managers, Project Supervisors, Staff Engineers, and Field Management.
• Handling confidential project documentation.
• Assist with preparing purchase orders, invoice coding, and expense tracking.
• Assists in planning and coordinating training and safety events.
• Prepares monthly expense reports for supported personnel.
• Coordinate travel planning and scheduling for individuals and groups.
• Manage incoming calls, visitors, deliveries, and mail for the project site.
• Prepare meeting agendas, take minutes, and distribute follow‑up documentation.
• Maintain and organize the office trailer, ensuring supplies, equipment, and documents are readily accessible.
• Coordinate facility scheduling and catering for large meetings and events.
• Create requisitions and receipts for vendors.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees