Support and champion the success of the Facilities Design and Construction (D&C) team. This includes reviewing, documenting, organizing, and tracking many aspects of D&C projects, supporting processes, and departmental documents.
Support shall be provided with an emphasis on effective communication, customer service, and a problem-solving attitude.
Administrative Assistant duties: Acts as confidential administrative aide.
Provides administrative support to the manager and other departmental employees.
Coordinates correspondence and reports, updates distribution lists, and provides word processing, presentation and spreadsheet support to departmental staff.
Directs, organizes and controls project activities under the direction of the Project Management team. This includes handling scheduling, close-out, and other processes by efficiently managing forms, paperwork, and providing timely and effective communication (e-mail, telephone, etc.) to internal and external stakeholders.
May function as a meeting scheduler, assures proper filing, and retrieval and retention of information.
Assists supervisors and Project Management staff in tracking and meeting project deadlines
Process the review and approval of Material Safety and Data Sheets (MSDS), submittals, Request for Information (RFI), Asbestos Survey, and SAFE applications for all Facilities D&C projects
Manages projects folder data base, project forms, documents, and Design Review calendar, assisting in process and document updates
Track completion of Purchase Requisition’s (PR’s), Change Order Requests (COR), and Closeout documents,
Reviews and process Site Notices, Construction Permits, and Fire Impairments plans
Attend meetings in the office and on construction sites to take notes, provide assistance, and contribute to the project team
Open/screen/distribute department mail, manage calendars/schedule appointments, creation of weekly and biweekly reporting, creation of presentations and digital filing.
Conducting requested research (using the Internet and other tools) in support of departmental projects and activities
Superior oral and written communication skills (accuracy, professionalism, confidentiality, etc.)
High proficiency in Microsoft Office software (Word, Excel, PowerPoint, etc.)
High proficiency in PDF software application (Adobe Pro, Bluebeam Revu, etc.)
Need Strong Attention to Detail and organizational skills
Multi tasking skills required
Capable of working within a fast paced environment