Sr. Administrative Assistant

Parsons Corporation•Chicago, IL

1d•$26 - $46

About The Position

In a world of possibilities, pursue one with endless opportunities. Imagine Next! At Parsons, you can imagine a career where you thrive, work with exceptional people, and be yourself. Guided by our leadership vision of valuing people, embracing agility, and fostering growth, we cultivate an innovative culture that empowers you to achieve your full potential. Unleash your talent and redefine what’s possible. Job Description: Ready to put your collaborative and clerical skills to work with the Area Manager and other department heads that change the fabric of our community? Would you enjoy assisting the MidCentral area leadership helping to keep the office(s) and projects running on task? Parsons is now hiring a Senior Administrative Assistant for our rapidly expanding team. Parsons extensive experience combined with your attention to detail and willingness to work hard will propel your career forward. We need our Assistants at this level to coordinate and administer a variety of activities which will enable the incumbent to relieve the manager of most day-to-day details. In this role, you will provide and organize the administrative activities and support. Our Assistants complete a variety of routine and non-routine tasks and projects in accordance with company policies and procedures, or as directed by the immediate supervisor. Whatever your strategy is, it involves organizing your responsibilities into methodical and successful action. If you enjoy the satisfaction of accomplishing all you set out to do, Parsons may be a great place for you to work.

Requirements

Associate's or equivalent degree in Business (or equivalent)
8+ years of experience in an administrative/clerical capacity, preferably for a technical, infrastructure engineering, or construction firm
Background in clerical support, managing project documents, writing project correspondence, and using office equipment, including ordering project or office supplies.
Demonstrates proficiency in keyboard skills and the utilization of MS Windows and related word processing, spreadsheet, and presentation software is required.

Nice To Haves

An active Notary Public is a plus (not required)

Responsibilities

Serve as a receptionist welcoming guests, staff, vendors, etc.
Support office personnel with collecting, sorting, and scanning mail and packages.
IT liaison for asset inventory, coordination, return shipping of assets.
Maintain office supply inventory, to include ordering, organization, and stocking for both facilities and the business unit.
Submit orders for toner/supplies/service.
Maintain inventory of coffee supplies.
Assist employees and visitors with work orders for employee and building access badge requests.
Parsons’ Security liaison.
Support office team with alerting building security of incoming guests.
Submit Monthly Office Inspection Report.
Report Office Space Management.
Submit Monthly Occupancy Headcount, which entails a monthly headcount of staff working in the office.
Support Parsons’ facilities team as liaison with building maintenance issues.
Daily monitoring of websites for new RFPs and announcements.
Monitor compliance with various State agencies’ prequalification and auditing requirements.
Process vendor invoices using the Online Check Request (OCR) system.
Assist Project Managers with review and submittal of client invoices.
Assist Area Manager/Department Managers with meeting preparations, luncheon orders, etc.
Assist Area Manager/Department Managers with expense reporting.
May be the primary liaison between two or more groups, ensuring timely and accurate distribution of information and materials.
Relieves manager of administrative tasks.
Understands priorities within the area management team and helps ensure that they are met.
Maintains document archiving and retrieval systems, prioritizing the flow of project reports/correspondence and ensuring timeliness in the handling, processing, and resolution of requests, requirements, and problems.
Keeps informed concerning company, unit, and project policies and procedures.
Serves as focal point for gathering newly published policies and the dissemination of information.
Establishes and maintains follow-up files and confidential files for immediate supervisor.
May represent the office by attendance at meetings with vendors, internal clients or others.
Keeps manager informed of all pertinent action/pending action.
May make informal presentations occasionally.
Initiates reports, presentations as appropriate, for any or all functions.
Serves as liaison between group to which assigned and others within the same division, as appropriate.
Assist technical leads to maintain client technical prequalification documents and payroll updates.
Ensures clear communication regarding all administrative issues across the MidCentral area.
May support project controls with administrative tasks as required including document control, filing, organizing, document retention, and other duties as required to support the onsite Program Management contract.
Office Safety Committee member/support.
Periodic update of Office Safety, Health and Environment Plan (OSHEP), Business Continuity Management Plan (BCMP), Office Guide, and Visitor’s Guide.