Administrative Assistant Jobs in San Antonio, TX

About The Position

Requirements

• High school diploma or GED.
• Three years of project support experience.
• Intermediate proficiency in Microsoft Word, Excel, and Outlook.
• Ability to plan, organize, and prioritize assigned responsibilities with appropriate independence.
• Ability to follow detailed job-related instructions and maintain attention to detail.
• Ability to communicate fluently in English, verbally and in writing, as needed to perform job responsibilities.
• Ability to communicate and work effectively with coworkers, clients, vendors, and other stakeholders, as applicable to job responsibilities.

Responsibilities

• Create and maintain project-specific Wage Rate Sheets for field personnel.
• Process self-perform and subcontractor certified payroll.
• Process incoming invoices and pay applications.
• Prepare and submit client billing.
• Prepare Project Closeout Reports.
• Prepare subcontracts, DBIA Agreements, purchase orders, professional service orders, and vendor/subcontractor change orders.
• Prepare and submit Base Access Requests.
• Schedule delivery and pickup of on-site rental equipment.
• Coordinate international shipping and international flights.
• Respond to field staff questions.
• Ensure accounting has the contract documents needed for project maintenance and payments.
• Track and submit expense reports for management and field teams.
• Report status and updates verbally and in writing to management.
• Coordinate efforts within the team and with outside vendors.
• Conduct general clerical duties, including typing, filing, and meetings.
• Prepare memos, forms, and letters as needed.
• File electronic and hard-copy documents.
• Submit and track business licenses.
• As assigned, monitor and update the safety training matrix with current field employee safety certifications.
• As assigned, extract H&S training certificates from the Health & Safety Institute and post them to IS document archival platforms.
• As assigned, arrange H&S training for employees according to project needs and applicable certifications, with assistance from personnel supervisors.
• As assigned, file fit-test and medical-monitoring data on Tepa SharePoint and schedule medical-monitoring physicals.
• As assigned, conduct periodic desk-side safety document audits.
• As assigned, assist Site Safety and Health Officers with company safety policies and procedures.
• As assigned, maintain safety equipment inventories and calibration services and coordinate safety-equipment distribution to and from work sites.
• As assigned, maintain IS document archival platforms, review project folders for completeness, and check compliance with the Server Standard Operating Procedure.
• As assigned, help maintain the IS Standard Operating Procedures library and IS job description library.
• As assigned, maintain the quality and technical training matrix and arrange training according to company and project needs, with assistance from personnel supervisors.
• As assigned, conduct editorial reviews of technical and quality documents and process technical document subscription renewals.
• As assigned, assist with procedural and documentation standardization and develop guidelines and templates for consistent proposal and post-award documentation.
• As assigned, assist with organizing and conducting conferences.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Generous paid time off and holidays.
• 401(k) plan with company match.
• Life insurance.
• Flexible spending and health savings accounts.
• Mental health support and resources.
• Short- and long-term disability.
• Tuition reimbursement.
• Competitive pay and benefits package.