Site Administrative Assistant

Talascend • Mesquite, NV

410d

About The Position

The Site Administrative Assistant plays a crucial role in providing comprehensive administrative support to the project manager, project document manager, and jobsite team. This position requires a high level of initiative, discretion, and professionalism while managing various tasks in a fast-paced construction environment. The assistant will coordinate with multiple departments, ensuring effective communication and documentation management, while balancing administrative duties with site responsibilities.

Requirements

• Minimum of 5 years of office administrative/secretarial experience within the past 7 years.
• Right to work and remain in the United States without visa sponsorship.
• Basic to intermediate proficiency in Microsoft Excel, Outlook, PowerPoint, and Word.
• Excellent written and verbal communication skills, including spelling, grammar, punctuation, and syntax.
• Ability to provide clear communication to personnel in a professional manner.
• Ability to perform multiple tasks while meeting deadlines.
• Valid driver's license.
• Willingness to work overtime with little or no notice.
• Experience with e-Track.

Responsibilities

• Receives and screens phone calls and visitors, directing them to the appropriate parties.
• Composes and distributes complex correspondence using standard word processing systems.
• Keeps abreast of key issues, commitments, and priorities of the manager.
• Researches information and compiles summary reports as needed.
• Reviews accuracy and format of outgoing documents requiring manager approval.
• Coordinates requests from clients, managers, and in-house staff, determining actions on important matters.
• Maintains a file of important matters for manager attention upon return.
• Coordinates with all functions at the jobsite to ensure project documentation is scanned and transmitted to the Project Document Manager.
• Supports site audits of the document management program.
• Stays current on document management governance documents and quality requirements.
• Performs quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail.
• Coordinates complex travel arrangements, prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering.
• Maintains a hard copy or electronic calendar for responsible managers.
• Develops and guides the implementation of office procedures and filing systems.
• Performs other administrative or clerical duties as assigned.
• Performs proxy services as requested.
• Manages vehicle mileage logs and parking pass assignments.
• Coordinates with new employees to ensure appropriate paperwork is collected.
• Handles facility coordination and badge issuance.
• Deploys IT equipment to new team members.
• Works with project accounting to coordinate e-Track and time charging tracking.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Administrative and Support Services
• Education Level: No Education Listed