Administrative Assistant/Project Coordinator

Job Post Index 23DC3E-Sy##
Location Tempe, AZ
Description: Description
  • 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
Skills: Qualifications
  • 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
  • Good with Grammar/Editing
  • Construction knowledge is useful

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