Project Administrative Assistant

TEPA Companies•San Antonio, TX

1d•Hybrid

About The Position

The Tepa Companies are seeking a Project Administrative Assistant for Industrial Services to provide project support to project management and field teams. The role creates and maintains project files; tracks subcontractor and vendor paperwork, equipment, and vehicles; requisitions supplies; and communicates with field and office staff about subcontractor employee hours and labor classifications. Depending on program assignment, the role may also maintain and review project folders in electronic archival platforms; coordinate and track health and safety, technical, and quality training; manage safety equipment and document subscription services; and maintain document libraries. The position also performs clerical, coordination, reporting, and documentation tasks supporting project delivery and closeout.

Requirements

High school diploma or GED.
Three years of project support experience.
Intermediate proficiency in Microsoft Word, Excel, and Outlook.
Ability to plan, organize, and prioritize assigned responsibilities with appropriate independence.
Ability to follow detailed job-related instructions and maintain attention to detail.
Ability to communicate fluently in English, verbally and in writing, as needed to perform job responsibilities.
Ability to communicate and work effectively with coworkers, clients, vendors, and other stakeholders, as applicable to job responsibilities.

Responsibilities

Create and maintain project-specific Wage Rate Sheets for field personnel.
Process self-perform and subcontractor certified payroll.
Process incoming invoices and pay applications.
Prepare and submit client billing.
Prepare Project Closeout Reports.
Prepare subcontracts, DBIA Agreements, purchase orders, professional service orders, and vendor/subcontractor change orders.
Prepare and submit Base Access Requests.
Schedule delivery and pickup of on-site rental equipment.
Coordinate international shipping and international flights.
Respond to field staff questions.
Ensure accounting has the contract documents needed for project maintenance and payments.
Track and submit expense reports for management and field teams.
Report status and updates verbally and in writing to management.
Coordinate work within the team and with outside vendors.
Conduct general clerical duties, including typing, filing, and meeting support.
Prepare memos, forms, and letters as needed.
File electronic and hard-copy documents.
Submit and track business licenses.
When assigned, monitor and update the safety training matrix with current field employee certifications.
When assigned, extract H&S training certificates from the Health & Safety Institute and post them in the Industrial Services document archival platforms.
When assigned, arrange H&S training for employees with appropriate certifications, with assistance from personnel supervisors.
When assigned, file fit-test and medical-monitoring data on Tepa SharePoint and schedule physicals under the medical-monitoring program.
When assigned, conduct periodic desk-side safety document audits and assist Site Safety and Health Officers with company safety policies and procedures.
When assigned, maintain safety equipment inventories and calibration services, and coordinate distribution of safety equipment to and from work sites.
When assigned, maintain Industrial Services document archival platforms, review project folders for completeness, and check compliance with the Server Standard Operating Procedure.
When assigned, assist with maintaining the Industrial Services Standard Operating Procedures library and job description library.
When assigned, maintain the quality and technical training matrix and arrange relevant training with assistance from personnel supervisors.
When assigned, conduct editorial reviews of technical and quality documents.
When assigned, process technical document subscription service renewals and assist with procedural and documentation standardization.
Develop guidelines and templates to create uniformity in proposal and post-award documentation.
Assist with organizing and conducting conferences.