We are currently looking for a Project Administrator for a major Energy / Renewables client in Mesquite, NV.
Job Title: Project Administrator
Location: Mesquite, NV (onsite Mon-Fri)
Duration: 12 months (contract-to-possible-perm)
Position Overview:
We are seeking a detail-oriented Site Project Administrator to provide comprehensive administrative, timekeeping, and document control support for the Escape Solar Project. The role will involve working closely with the Project Manager (PM), Project Document Manager (PDM), and jobsite team to ensure the smooth operation of the project. The successful candidate will be required to manage multiple tasks in a fast-paced environment while maintaining a high level of accuracy, professionalism, and confidentiality.
Key Responsibilities:
Manage phone calls and visitor inquiries, directing them to the appropriate contacts.
Act independently to handle business matters as needed and ensure continuity during absences.
Compose and distribute complex correspondence using company-standard software.
Stay updated on key issues, commitments, and priorities for the project team.
Conduct research and compile summary reports as needed.
Review documents for accuracy and format before manager approval.
Coordinate and prioritize requests from clients, managers, and team members, determining the action required for urgent matters in the manager's absence.
Maintain organized files of important documents for manager review.
Support staff with various administrative tasks and procedures.
Ensure proper documentation is collected, scanned, and submitted to the Project Document Manager for input into Aconex.
Assist with site audits of the document management system.
Maintain familiarity with document management protocols and quality standards.
Perform quality assessments of documents uploaded to Aconex.
Handle both hard copy and electronic mail, sorting and distributing as appropriate.
Manage routine travel arrangements, including itineraries and expense reporting.
Coordinate meetings, ensuring the availability of necessary facilities, equipment, and catering.
Prepare and distribute meeting notices, agendas, and minutes.
Maintain and manage the calendar for the project managers.
Develop and implement office procedures and filing systems.
Complete additional administrative duties as assigned.
Provide proxy services when requested.
Oversee vehicle mileage logs and parking pass assignments.
Coordinate with new employees to ensure they complete necessary paperwork.
Assist with facility coordination and badge issuance.
Deploy IT equipment to new team members as needed.
Collaborate with project accounting to track e-Track and timekeeping data.
Qualifications:
Minimum of 5 years of office administrative or secretarial experience within the last 7 years.
Authorization to work in the U.S. without visa sponsorship.
Skills and Requirements:
Ability to work in a dynamic, construction environment.
Proficiency with Microsoft Office (Excel, Outlook, PowerPoint, Word). Skill assessments may be required.
Strong written and verbal communication skills, with attention to detail in spelling, grammar, and syntax. Assessments may be conducted.
Ability to effectively communicate in a professional manner with team members and stakeholders.
Skilled at multitasking and meeting deadlines.
Valid driver's license required.
Willingness to work overtime with minimal notice.
Experience with e-Track or similar software is a plus.