Administrative & Facilities Support Specialist

Bechtel•Chandler, AZ

7d•Hybrid

About The Position

Performs a broad range of administrative and office services functions in support of the Chandler, AZ office. Coordinates day-to-day office operations and facilities-related activities to ensure efficient workplace support. Works with general supervision, applying established procedures and exercising sound judgment, initiative, and discretion.

Requirements

Associates degree and 4 years of relevant work experience in administrative, office services, or related roles. In lieu of degree, 6 years of relevant work experience.
Working knowledge of administrative and office services practices and procedures.
Strong organizational skills and attention to detail.
Demonstrated experience providing administrative support to management.
Ability to perform duties that require a high degree of accuracy, sound judgment, initiative, discretion, and diplomacy.
Ability to work effectively in a dynamic environment with shifting priorities and deadlines.
Independent judgment to resolve routine to moderately complex issues in accordance with established procedures.
Experience negotiating with suppliers, contractors, and internal/external stakeholders
Strong written and verbal communication skills
Intermediate to advanced skills in Microsoft Office Suites.
Must be able to pass a drug screen and background check.
Willing to work overtime with short notice.

Responsibilities

Provides administrative and clerical support.
Independently completes administrative assignments of moderate complexity, applying established practices and procedures.
Reviews and prioritizes incoming communications, routing to appropriate individuals and ensuring follow-up actions are completed.
Anticipates routine issues and adjusts priorities to meet changing business needs, escalating when appropriate; may take action to adapt schedule/commitments accordingly.
Prepares meeting materials, agendas, and supporting documentation.
Compiles, and distributes meeting minutes and conference notes.
Coordinates domestic and international travel arrangements and prepares itineraries.
Prepares and processes expense reports using enterprise systems (e.g., Concur), ensuring accuracy and compliance with company procedures.
Performs and coordinates office services functions, including space allocation, office moves, facility operations, and minor renovation activities, security and access control, food services management, reproduction, telecommunications, mail and shipping, messenger service.
Schedules and monitors service activities and maintains logs to track completion and performance.
Procures and maintains office supplies, furniture, and equipment; manages inventory and supply storage.
May support records management activities in accordance with established policies and procedures.
Identifies opportunities for efficiency improvements within assigned areas of responsibility.
Participates in the development and implementation of improved work processes.
Supports office budget tracking and reporting activities.
Maintains awareness of tools, systems, and technologies relevant to office services functions.