Site Administrative Assistant

Bechtel•San Angelo, TX

2d•Onsite

About The Position

Bechtel is seeking a Site Administrative Assistant to provide all-around administrative support to the Cold Creek Solar Project. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM) and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, support with time keeping, and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work. There is no relocation or per diem authorized for this position.

Requirements

Requires 1-2 years of related experience.
Must have the right to work and remain in the United States without visa sponsorship.
Must hold a valid driver’s license.
Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word, as well as excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
Must be able to perform multiple tasks while meeting deadlines.
Must be willing and able to work overtime with little or no notice.

Nice To Haves

Recommended to have a minimum of 5 years office administrative/secretarial experience.
Experience with Aconex or other Electronic Content Management Systems is a plus.
Previous Bechtel experience working as an administrative assistant/secretary is a plus.
Familiarity with Bechtel, and legal information management/records management requirements.
Experience working at a construction jobsite is a plus.
Experience with e-Track.

Responsibilities

Receives and screens phone calls and visitors, and directs them to the appropriate parties.
Ensures coverage in absence. Independently maintains a hard copy or electronic calendar for responsible manager(s).
Coordinates meetings, arranging for facilities, equipment, and catering.
May prepare and distribute notices, agendas, information packets, and minutes.
Coordinates complex travel arrangements, including details of business plans.
Prepares itineraries and expense reports.
Coordinates requests from client, manager, and in-house staff.
Determines action on important or emergency matters or knows whom to contact in absence of manager.
Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
Supports site audits of the document management program.
Stays current on all document management governance documents and documentation quality requirements.
Performs quality self-assessments of documents input into Aconex.
Collects, reviews, and distributes incoming hard copy and electronic mail.
Independently handles mail not requiring manager attention.
Reviews outgoing mail to ensure accuracy and proper format.
May manage vehicle mileage logs and vehicle parking pass assignment.
May support project time keeping.
Manages the new employee onboarding process by managing and submitting required paperwork to HR representatives.
Handles facility coordination and badge issuance of all project employees.
Deploys IT equipment to new team members and maintains log of project IT equipment to ensure readily available stock for use by project personnel.