Administrative Assistant

Job Summary:

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. 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.

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.
• 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 .

Required Knowledge and Skills:

• 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.
• Experience with Aconex or other Electronic Content Management Systems is a plus.
• Experience working at a construction jobsite is a plus.