Administrative Assistant - Project (Omaha)

Description

• Promote right environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors.
• Conduct project specific orientation and transitions for project staff.
• Provide professional customer service and positive interactions while providing administrative services to construction site project-based team.
• Order supplies to support project office needs.
• Provide support ad hoc requests related to various onsite technical issues affecting work productivity (e.g., Internet access, copier issues) or coordinate with Information Systems (IS) team as needed.
• Contribute new ideas for continuous improvement and effectiveness of Administrative Services (AS) team within project and share recommendations with overall job family.
• Maintain confidential information
• Process day-to-day administrative items; mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, process invoices, and order business cards.
• In collaboration with Project Manager, establish and maintain protocols for project site visitors.
• Daily management of project calendar, meeting schedule, and project contacts. Process expense reports for Project Executive and/or Manager.
• Prepare written correspondence for project staff (e.g., memos, emails, presentations, and other project-specific documents).
• Assist with special projects and coordinate events.
• Coordinate travel reservations, business accommodations, itineraries, and agendas.
• Create and maintain project organizational and seating charts.
• Set up process and administer project-specific tools and materials, such as project calendar program, conference rooms, and parking/access cards.
• Assist with general office inquiries from staff, clients, customers, and others; provide proactive escalation as appropriate.
• Maintain organized project filing system and coordinate document retrieval schedules.
• Organize project-related meetings (e.g., agenda, schedule, and logistics), assist with meetings, and record, transcribe, and distribute meeting minutes.

Requirements

• Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
• High School Diploma or GED and minimum of 1 year of relevant administrative assistant experience in construction, or other related industry, required
• Professional verbal communication and written business communication skills
• College degree and/or relevant administrative skills certification, a plus
• Exhibit active listening skills and follow through on commitments
• Proficient computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment
• Able to conduct research and proofread
• Approachable, proactive, positive, and professional attitude
• Commissioned Notary Public, a plus
• High degree of detail, accuracy, and organizational skills

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance