Project Administrative Assistant

Project Administrative Assistant

The Project Administrative Assistant will support project work for the Portland Water Bureau project in Sandy, OR.

Essential Responsibilities

• Schedule appointments, update calendars, and assist with travel arrangements.
• Schedule and coordinate meetings and prepare draft-meeting minutes.
• Administer site badging and meet with or direct visitors to assist in getting them to the appropriate site location.
• Provide information by answering questions and requests.
• Monitor and process routine administrative items such as accounts payable, expense reports, supply requisitions, personnel transaction forms, including change of status, prospective employee interview scheduling and new hire orientation.
• Maintain various project/vehicle logs, including vendor insurance, daily reports, rental equipment, and material purchase and utilization logs.
• Collect weekly/monthly/quarterly data for reporting.
• Perform client, job, and contract set up.
• File both paper and electronic, fax, copy, and distribute mail.
• Set up and maintain files.
• Project Document Controls as requested and needed.
• Prepare shipments and overnight packets.
• Maintain records, create and maintain charts, graphs, spreadsheets and databases.
• Draft correspondence, proofread documents, and assist with preparation of presentations.
• Interface and maintain liaison with program and project management, stakeholders, client, contractors, and other consultants on program and project administrative activities.
• Participate actively with other administrative support staff in assisting other teams, inside and outside of the project, as needed.
• Maintain supplies inventory by checking stock to determine inventory, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Ensures operation of equipment by completing preventative maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Plan and coordinate on and off-site catering and employee events.
• Work in a manner to ensure personal safety and that of fellow employees by following company health and safety guidelines and policies.
• Various other administrative duties as assigned.

Qualifications

• Minimum of 5 years of experience providing administrative support.
• High school diploma or equivalent.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (Calendar and Address functions). Ability to learn other software programs as needed.
• Willingness to step in and lend a hand on any administrative requests for the project.
• Able to maintain high standards despite pressing deadlines, establish high standards and measures, inspect materials for flaws, and reinforce excellence as a fundamental priority.
• Able to handle confidential and time-sensitive information with discretion and independent judgement.
• Self-motivated and proactive, demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency.
• Able to produce high quality work consistently on multiple assignments, in a deadline-driven environment, superior organization and project management skills. Ability to anticipate and seek out needs and ask for further clarification when necessary.
• Positive attitude and flexibility in environment of tight deadlines, frequent interruptions, unresolved problems, changes, and unexpected events.
• Superior interpersonal skills, telephone manner, and knowledge of business protocol with a strong belief in customer service.
• Able to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members.

Preferred Qualifications

• Previous experience in the construction industry; previous administrative experience on larger construction projects working daily on a client side would be ideal.

Travel: No

Sponsorship: None