Project Support Assistant 2 & Office Coordinator

Black & Veatch Family of Companies

19h•Hybrid

About The Position

This role provides support to project teams and management with minimal supervision. Incumbents demonstrate proficiency in project support, utilizing independent judgment as needed. They possess broad knowledge of project policies and procedures, covering all phases of project execution from bid specifications through project closeout. This role adapts past project knowledge to current project needs with minimal direction. The position involves regular contact with clients, suppliers, and company employees outside the immediate work area for information exchange. The candidate should be comfortable with ambiguity, building office procedures, and maintaining detailed records. Creativity and organization are valued, and knowledge of InDesign and Illustrator is preferred.

Requirements

Intermediate to advanced Microsoft Suite technical skills.
Strong interpersonal skills.
Knowledge of electronic file structures/filing.
Intermediate spreadsheet and word processing skills.

Nice To Haves

Knowledge of electronic submittal practices.
Knowledge of SPECS Intact.
Comfort with ambiguity and building office procedures.
Creative and organized.
Knowledge of InDesign and Illustrator is preferred.
5+ years relevant experience preferred.
High School Diploma or equivalent preferred.
Intermediate MS Word skills.
Intermediate MS Excel and PowerPoint skills.
Intermediate MS Outlook skills.
Spelling and grammar skills.
Concentration and cognitive skills.
Initiative.
Interpersonal skills.
Attention to detail and reading comprehension.
Communication skills, including verbal and written skills.
Ethics and values.
Integrity and trust.
Ability to make decisions.
Ability to prioritize.
Problem-solving ability.
Expense Reporting Systems (Creating).
Expense Reporting Policies and Procedures (Reviewing and approving).
Time Reporting Systems.
Time Reporting Policies and Procedures.
PeopleSoft and Blueprint Basic Users.
Telephony and Webconferencing.
Electronic Repository Systems.
Travel Systems.
Financial Information Systems/Business Reporting System.

Responsibilities

Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system.
Is coordinator of project communications.
Frequently interacts with upper management on related project issues, as well as external clients.
Performs scanning and electronic filing.
Answers phones.
Greets and directs visitors.
Assembles documents (reproduction and collation).
Performs word processing and data entry.
Tracking, logging, and following up on real estate and facility needs utilizing tracking system and communicating updates to appropriate stakeholders.
Submits badging requests for building and suite level badging access.
Updates floorplans and wayfinding for professionals as they hire and leave organization, attention to detail required.
Owns and manages regional office spreadsheet and security requirements status for each regional offices. Requires communication with office leads/admins and teams and management of components required by security.
Event planning for projects and department teams to include ordering food, reserving rooms, helping set up training and tracking of team building events.
Building and maintain workflows- online tool.
Creation of posters and update monthly slide show that showcases announcements, birthdays/anniversaries and new hires in InDesign/Illustrator or other creative platforms.
Creation of Microsoft Forms for various needs.
Reproduction of design documents, binding, shipping to clients.
Orders office supplies.
Maintains project calendar.
Arranges project-related meetings, travel and/or events. May travel with project team.
Generates or distributes ad hoc reports using various business systems and databases to internal project team.
Generates simple documents, such as letters and memos.
Generates more complex documents, such as spreadsheets, presentations, and project reports.
May coordinate collection of timesheets.
May route and track invoices.
May verify accuracy of invoices prior to approval.
Performs other general clerical duties as needed.