Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system
Is coordinator of project communications
Frequently interacts with upper management on related project issues, as well as external clients
Performs scanning and electronic filing
Answers phones
Greets and directs visitors
Assembles documents (reproduction and collation)
Performs word processing and data entry
Tracking, logging, and following up on real estate and facility needs utilizing tracking system and communicating updates to appropriate stakeholders
Submits badging requests for building and suite level badging access
Updates floorplans and wayfinding for professionals as they hire and leave organization, attention to detail required
Owns and manages regional office spreadsheet and security requirements status for each regional offices. Requires communication with office leads/admins and teams and management of components required by security.
Event planning for projects and department teams to include ordering food, reserving rooms, helping set up training and tracking of team building events.
Building and maintain workflows- online tool
Creation of posters and update monthly slide show that showcases announcements, birthdays/anniversaries and new hires in InDesign/Illustrator or other creative platforms
Creation of Microsoft Forms for various needs
Reproduction of design documents, binding, shipping to clients
Orders office supplies
Maintains project calendar
Arranges project-related meetings, travel and/or events. May travel with project team
Generates or distributes ad hoc reports using various business systems and databases to internal project team
Generates simple documents, such as letters and memos
Generates more complex documents, such as spreadsheets, presentations, and project reports
May coordinate collection of timesheets
May route and track invoices
May verify accuracy of invoices prior to approval
Performs other general clerical duties as needed
Individual contributor with no subordinates
To provide support to project team and management under minimal supervision.
Incumbents have demonstrated proficiency in the project support role and are able to utilize frequent independent judgment, as needed.
Possesses broad knowledge of project policies and procedures involving all phases of project execution from bid specifications through project closeout.
Adapts past project knowledge to the needs of the current project with minimal direction or review needed from project management.
Has regular contact with clients, suppliers, or company employees outside the immediate work area to exchange information.
Skills Required
Minimum Qualifications: Intermediate spreadsheet and word processing skills needed.
Preferred Qualifications:5+ years relevant experience preferred
Intermediate MS Word skills
Intermediate MS Excel and PowerPoint skills
Intermediate MS Outlook skills
Spelling and grammar skills
Concentration and cognitive skills
Initiative
Interpersonal skills
Attention to detail and reading comprehension
Communication skills, including verbal and written skills
Ethics and values
Integrity and trust
Ability to make decisions
Ability to prioritize
Problem-solving ability
Expense Reporting Systems (Creating)
Expense Reporting Policies and Procedures (Reviewing and approving)
Time Reporting Systems
Time Reporting Policies and Procedures
PeopleSoft and Blueprint Basic Users
Telephony and Webconferencing
Electronic Repository Systems
Travel Systems
Financial Information Systems/Business Reporting System
Candidate must have intermediate to advanced Microsoft Suite technical skills, strong interpersonal skills, and knowledge of electronic file structures/filing.
Knowledge of electronic submittal practices and SPECS Intact is also strongly preferred.
Has comfort with ambiguity and building office procedures, keeps detailed records. Creative and organized and knowledge of InDesign and Illustrator is preferred.
Education/Training/Certifications:
Preferred Qualifications: High School Diploma or equivalent preferred
We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state, or local laws.