Senior Administrative / Project Assistant
About The Position
Wood Environment & Infrastructure Solutions, Inc., is seeking a Senior Administrative/Project Assistant for our Salt Lake City office. The Salt Lake City office is conveniently located near I-15 and 10600 South in the Salt Lake Valley. The selected candidate will provide support to office management and project team members in nearly all facets of the operation. This will include interfacing with clients and subcontractors, as well as working on invoices, reports, and other internal and external documents and functions. It will also include a component of performing administrative activities which keep the office functioning, such as managing bills and working with building management.
Requirements
- High School diploma, associate’s or bachelor’s degree
- Minimum 3 years of experience in a professional office setting (preferably at an engineering, construction, or architectural firm)
- Strong verbal, written, and interpersonal skills
- Proactive and the ability to work both independently and collaboratively
- Ability to multi-task and manage multiple priorities for individuals and teams within the office
- Proficiency in MS Word, Excel, PowerPoint, Outlook, and Office 365; Adobe/NitroPro software
- Ability and willingness to learn about the company and its various services and capabilities to assist in directing calls to appropriate staff
- Must pass a drug screen and background check
- May be required to drive on company business for delivery of documents to agencies or clients - If required, must have a satisfactory driving record
Nice To Haves
- Previous experience with project billing for clients
- Familiarity with and ability to troubleshoot PC and LAN/server problems, and work with staff to resolve issues with help desk personnel as issues arise
- Experience with scheduling software such as MS Project
- Experience with MS Publisher, InDesign, or other document/marketing production software
- Experience with one or more Customer and Sales Management applications (e.g., CRM, Salesforce, etc.)
Responsibilities
- Full time position working normal business hours Monday through Friday in our SLC office
- Support staff, project managers, and office management with preparation and submittal of qualification packages, proposals, technical reports, invoices, internal financial reports, and other documents
- Assist with ordering of office supplies, maintenance of copiers and printers, and management of vending suppliers
- Assist with scheduling of conference rooms, lunches for office meetings/project meetings
- Assist project team members with document formatting, copying, production, binding, shipping, etc.
- Assist with researching and resolving routine administrative and staff functional support as needed
- Assist with local purchasing using an office credit card, and reconciliation of charges on a monthly basis
- Assist with greeting visitors to the office and coordination with building management/maintenance staff
- Assist with reception area and phones while performing other job duties simultaneously
- Assist project managers with project setups; project startup activities, preparation of subcontracts; project schedules; project budget summaries, and project closeout activities
- Assist project managers with vendor setups, procurement and project invoicing including those with a moderate to high level of backup and financial complexity
- Assist with distribution of incoming mail and shipments delivered to the office
- Assist Operations and project managers with review of vendor and client payments
- Provide as needed assistance to the Operations Manager, Office Health & Safety Coordinator, and Fleet Vehicle Manager
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
