The Administrative Assistant will provide comprehensive administrative support to the project supervisors and inspection staff. This role requires a high level of organization, communication, and proficiency in Microsoft programs to ensure efficient and effective operations.
Responsibilities
- Prepare written materials and correspondence.
- Manage calendars for project supervisors and inspection staff.
- Coordinate meetings, prepare agendas, and take meeting minutes.
- Copy and scan documents as needed.
- Maintain project logs and documentation.
- Handle phone calls, greet visitors, and assist them.
- Support communication with project supervisors and inspection staff for document control.
- Track financial documents for budgeting.
- Manage office duties and support inspection staff, including office supplies.
- Serve as a liaison between inspectors and project management/document control.
- Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings.
- Organize filing systems from pre-construction to project close-out.
- Ensure that inspection issued documents are maintained and in compliance with contract documents and requirements.
Qualifications
- 10 years or more experience as an administrative assistant
- Collaborate well with others and report directly to SCI & PCI inspectors.
- Write and communicate clearly.
- Provide accurate and timely reporting and suggest improvements.
- Strong organizational skills in a fast-paced environment.
- Experience is preferred for interacting with City departments, contractors, and airlines.
- Knowledge of Project Management Information Software used for inspection/document control (i.e. PM Web, Adobe Pro, Bluebeam, etc.).
- Proficient in Microsoft Office and management software to create logs and charts (Excel, Word, PowerPoint, SharePoint, etc.).