At Jacobs, we challenge what is currently accepted, so we can shape innovative?and?lasting solutions for tomorrow.?Through the delivery of our operations and maintenance services,?you'll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering?communities to focus on what matters most to them - people.
Jacobs is seeking a detailed oriented, highly motivated Administrative Assistant to join our team in Rhode Island. This position will split time between our Woonsocket and Westerly projects. As an Administrative Assistant, you will be an important part of the project team as you assist with a variety of tasks and represent the firm to our clients over the phone, email and face-to-face, as well as assisting staff with support of projects. Applicant must be personable, organized and professional and maintain a strict level of confidentiality. We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination experience and the ability to establish effective working relationships with multiple teams and departments.
Essential duties and responsibilities:
Provide professional and efficient administrative support to our project managers, project teams and local leadership
Assist with managing budget items
Manage filing system (computer and hard files)
With Project Manager, act as liaison w/client
Act as project liaison with staff regarding company policies and procedures
Coordinate project support and certain regional activities
Scheduling/coordinate/ maintain subcontractor relationships
Work in Concur system to create expense reports and reconcile project expenses
Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations
Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary
Perform document management support to the team which includes maintaining SharePoint and MS Teams sites, ensuring team is following document management protocol and supporting the team with uploading and sharing of files
Work within out Computerized Maintenance Management System to assign and close out work orders, run reports, and update/maintain assets
Procurement and Accounts Payable
Create Purchase Requisitions
Prepare Ariba registration forms including HSE Approvals
Work in concert with Buyer
Attend monthly project/Buyer calls
Maintain:
Phone/contact lists
Project Information Lists
Safety:
Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.
Be familiar with ionCity
Team Cash
Understand the program and help other staff members to understand
Support all project staff with various administrative tasks, for example:
Create equipment lists
Enter data into OP10 (if applicable)
Attend and participate on the monthly Admin Call
Onboarding
Assist with creating requisitions
Assist with onboarding new employee
Welcome new employee and be liaison to answer questions and guide through the onboarding process
Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary
Prepare and edit reports, presentations, and compile data for analysis
Coordinate between support, office and field staff
Work with and maintain confidential and sensitive information
Assist to develop effective PowerPoint presentations for meetings and conferences
Perform various office management tasks, including completing expense reports, as well as special projects as assigned
Establish and/or maintain systems related to filing, time reporting and training hours
Support the full implementation of company practices, policies and procedures.
Bring your team-focus, adaptability, and commitment to excellence, and we'll help you grow what drives you - and deliver the world's most challenging Operations Management projects, together.
omfs #bia #ourjacobs
High school diploma or equivalent required
Proficient filing and numbering skills
Proficient in the use common office software (including Microsoft Office and Excel) to accomplish administrative work
Proven written, typing and verbal communication skills
Valid driver's license with no major infractions
Ideally, You'll Also Have:
Bachelor's degree
5 plus years of increasingly responsible administrative support experience
Experience working in a human relations, accounting and public utilities operations environment.
Advanced or specialized training in administrative support
Proven self-starter, proactive, ability to plan, prioritize and organize workload
Demonstrated organizational skills and ability to pay close attention to details
Proven high level of professionalism, confidentiality, diplomacy and strong customer service skills
Ability to travel locally to perform all the required duties of the role
Working Conditions & Physical Requirements:
Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services. Due to the nature of the job passing a Pre-employment physical is required to ensure candidates for this position are physically and functionally fit to perform the essential physical work functions of this safety sensitive position without posing a direct threat to the health or safety of themselves or others.
The physical and environmental demands required to perform the essential duties of this position include standing, walking, sitting, coordination, balance and agility demands, which may include the ability to stoop, kneel, squat, grasp, reach, perform repetitive hand movements. Additional demands may involve a specific level of dexterity, grip strength, climbing and cardiorespiratory demands. The work areas may be indoor, outdoor, have loud noise, active machinery, high pressure fluid systems, electrical equipment, confined spaces, heights and depths, fumes, air borne particles, noxious gases, and chemicals. The use of appropriate safety equipment will be mandatory in these areas to prevent hazardous contact.
Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.
