Job Description

Client is seeking a Site Administrative Assistant to provide all-around administrative support to the Mammoth Solar Projects. The work location for this assignment is Pulaski County, Indiana. Relocation assistance is not authorized for this position. 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.

The physical work locations will be at 8006 W 600S Francesville IN 47846 and 4618 W 200N Winamac IN 46996, with work being conducted in Eastern and Central time zones.

Major 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.

 

Education and Experience 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.
• Recommended to have a minimum of 5 years office administrative/secretarial experience.
• 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.
• Skills assessments may be administered to evaluate proficiency.
• Must be able to perform multiple tasks while meeting deadlines. Must be willing and able to work overtime with little or no notice.
• Experience with Aconex or other Electronic Content Management Systems is a plus.
• Previous client experience working as an administrative assistant/secretary is a plus.
• Familiarity with client, and legal information management/records management requirements.
• Experience working at a construction jobsite is a plus.
• Experience with e-Track.

About Environmental and Safety Solutions, Inc.:

Environmental and Safety Solutions Inc. (ESS Inc.) is a Cincinnati based certified MBE. Since 2002, ESS Inc. has been providing health and safety, engineering, environmental technical and management services to businesses throughout the United States. We work with businesses from Fortune 500 members to small businesses in the local community, providing world class occupational safety and health consultative services and environmental compliance assistance. Our customers value our personal attention to their needs and the accuracy and flexibility of our services to meet their unique needs. As President and Founder of ESS, Lonnie Grayson brings more than 25 years of professional environmental safety and health leadership to the company. He founded ESS Inc. in 2002 and has grown the firm into a nationally recognized industry leader. With a professional background as a mechanical engineer, Mr. Grayson knows the value of a safety and health program that focuses on the processes that drive the safety and health process in a company to achieve great results. We understand the need for partnership with our customers to fully understand their needs and the culture of each customer to meet and exceed their occupational safety, health and environmental compliance needs.

Job Tags

Daily paid, Contract work, Work at office, Local area, Relocation, Visa sponsorship, Relocation package,

Similar Jobs