BEO Administrative Assistant

Bechtel Corporation•Sugar Land, TX

9d•Onsite

About The Position

The Administrative Assistant for Bechtel Equipment Operations, Inc. (BEO) reports directly to the BEO Support Services Manager, and will also provide support to and receive direction from the BEO management team. This position performs a variety of administrative and facilities functions for the BEO Sugar Land office.

Requirements

Requires a high school diploma or equivalent and five years of related administrative experience supporting executive management is preferred.
Must be able to pass a drug screen and background check.
Must be a US Citizen.
Knowledge of standards and practices related to office and administrative services.
Knowledge of applicable industry, legislative and regulatory standards.
Knowledge of technology, including hardware and software applications for administrative services functions.
Understanding of computer systems used by disciplines/groups that have interface requirements with administration.
Previous experience with procurement processes and accounts payable.
Strong interpersonal and organizational skills with the ability to communicate effectively, verbally and in writing, with all levels of management.
Ability to work autonomously and effectively within a team environment

Nice To Haves

Associate degree or related technical training preferred
Intermediate to advanced skills in Microsoft Office Suite.
Working knowledge of Sharepoint, Visio, and Concur.
Excellent oral and written communication skills.
Strong organizational skills; detail oriented.
Experience interfacing with executive management and customers.
Professional demeanor.
Able to handle highly confidential information.
Must be able to work independently.
May be needed to work overtime with little or no notice.

Responsibilities

Perform a variety of administrative duties of either a general or a specialized nature through research, analysis, and coordination with other functions and disciplines. Coordinate special activities and programs with manager’s input and approval.
Receives and screens phone calls and visitors and directs them to the appropriate person. Collects, reviews, and distributes incoming hard copy mail and prepares outgoing mail to ensure accuracy. Coordinates meetings, arranging for facilities, equipment, and refreshments. Organizes material for meetings and presentations by preparing and distributing notices, agendas, information packets, and minutes. Independently manages calendars and coordinates complex travel arrangements for the responsible managers, if applicable. Prepares itineraries and completes expense reports when required. Maintains BEO Outlook distribution lists and BEO phone list.
Acts as a facilities coordinator responsible for the day-to-day delivery of a variety of office services functions, such as office moves, renovation activities, food services, reception duties, printing services, communications, mail, space allocation, office supplies, furniture and equipment and miscellaneous services.
Keeps reproductive equipment (copiers) serviced, order supplies, fill paper/toner. Manages office supplies and maintain inventory (purchase as needed). Administers the BEO conference rooms scheduling, order catering, if applicable. Coordinates office moves, adds and changes, and works with Procurement on office needs. Provides input and assists with the compliance of ES&H Core Processes for Office Facilities. Coordinates of all first aid related items including (but not limited to) the maintenance of first aid kits and AED supplies and checks.