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 regarding subcontractor employee hours and labor classifications. Depending on program assignment, the position may also maintain and review project folders in electronic archival platforms, coordinate and track health and safety (H&S), technical, and quality training, manage H&S equipment, maintain document subscription services and libraries, and support document standardization. The role also performs general clerical work and coordinates with internal teams, clients, and vendors. This is a hybrid position requiring regular in-office presence within any of the company’s main offices.

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 efforts within the team and with outside vendors.
Conduct general clerical duties, including typing, filing, and meetings.
Prepare memos, forms, and letters as needed.
File electronic and hard-copy documents.
Submit and track business licenses.
As assigned, monitor and update the safety training matrix with current field employee safety certifications.
As assigned, extract H&S training certificates from the Health & Safety Institute and post them to IS document archival platforms.
As assigned, arrange H&S training for employees according to project needs and applicable certifications, with assistance from personnel supervisors.
As assigned, file fit-test and medical-monitoring data on Tepa SharePoint and schedule medical-monitoring physicals.
As assigned, conduct periodic desk-side safety document audits.
As assigned, assist Site Safety and Health Officers with company safety policies and procedures.
As assigned, maintain safety equipment inventories and calibration services and coordinate safety-equipment distribution to and from work sites.
As assigned, maintain IS document archival platforms, review project folders for completeness, and check compliance with the Server Standard Operating Procedure.
As assigned, help maintain the IS Standard Operating Procedures library and IS job description library.
As assigned, maintain the quality and technical training matrix and arrange training according to company and project needs, with assistance from personnel supervisors.
As assigned, conduct editorial reviews of technical and quality documents and process technical document subscription renewals.
As assigned, assist with procedural and documentation standardization and develop guidelines and templates for consistent proposal and post-award documentation.
As assigned, assist with organizing and conducting conferences.