BEO Administrative Assistant

Bechtel Corporation•Sugar Land, TX

15d•Onsite

About The Position

The Administrative Assistant for Bechtel Equipment Operations, Inc. (BEO) supports the BEO Sugar Land office by performing administrative and facilities functions. The position reports directly to the BEO Support Services Manager and also supports and receives direction from the BEO management team. Duties include general and specialized administrative work, coordinating office services and facilities, and supporting managers and office operations.

Requirements

High school diploma or equivalent.
A minimum of 4–6 years of related experience.
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 or groups that interface 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.
Intermediate to advanced skills in Microsoft Office Suite.
Excellent oral and written communication skills.
Strong organizational skills and attention to detail.
Professional demeanor and ability to handle highly confidential information.
Ability to work independently.
Must be able to pass a drug screen and background check and have the right to work in the United States.

Nice To Haves

Associate degree or related technical training preferred.
Five years of related administrative experience supporting executive management preferred.
Working knowledge of SharePoint, Visio, and Concur.
Experience interfacing with executive management and customers.

Responsibilities

Perform general or specialized administrative duties involving research, analysis, and coordination with other functions and disciplines.
Coordinate special activities and programs with manager input and approval.
Receive and screen phone calls and visitors, directing them to the appropriate person.
Collect, review, and distribute incoming mail and prepare outgoing mail.
Coordinate meetings, including facilities, equipment, and refreshments; prepare and distribute notices, agendas, information packets, and minutes.
Manage calendars and coordinate complex travel arrangements for responsible managers, when applicable; prepare itineraries and expense reports as required.
Maintain BEO Outlook distribution lists and phone list.
Coordinate day-to-day office services and facilities functions, including office moves, renovations, food services, reception, printing, communications, mail, space allocation, office supplies, furniture, equipment, and miscellaneous services.
Keep copiers serviced, order supplies, and replenish paper and toner.
Manage office supplies and inventory, making purchases as needed.
Administer BEO conference room scheduling and order catering, if applicable.
Coordinate office moves, additions, and changes, and work with Procurement on office needs.
Provide input and assist with compliance with ES&H Core Processes for Office Facilities.
Coordinate first-aid-related items, including maintaining first aid kits and AED supplies and conducting checks.