Site Administrative Assistant

Talascend is currently seeking a Site Administrative Assistant for a contract opportunity with our client in Winamac, Indiana.

Overview

The Site Administrative Assistant will provide all-around administrative support to the Mammoth Solar Projects, balancing administrative responsibilities with tasks such as collecting and scanning site documents, supporting timekeeping, and coordinating vehicle maintenance.

Responsibilities

• Receives and screens phone calls and visitors, and directs them to the appropriate parties.
• 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.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned and transmitted to the Project Document Manager.
• Supports site audits of the document management program.
• Stays current on all document management governance documents and documentation quality requirements.
• Performs quality self-assessments of documents input into Aconex.
• Collects, reviews, and distributes incoming hard copy and electronic mail.
• Independently handles mail not requiring manager attention.
• Reviews outgoing mail to ensure accuracy and proper format.
• May manage vehicle mileage logs and vehicle parking pass assignment.
• May support project time keeping.
• Manages the new employee onboarding process by managing and submitting required paperwork to HR representatives.
• Handles facility coordination and badge issuance of all project employees.
• Deploys IT equipment to new team members and maintains log of project IT equipment.

Qualifications

• Requires 1-2 years of related experience.
• Must have the right to work and remain in the United States without visa sponsorship.
• Must hold a valid driver’s license.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word.
• Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax.
• Skills assessments may be administered to evaluate proficiency.
• Must be able to perform multiple tasks while meeting deadlines.
• Must be willing and able to work overtime with little to no notice.

Preferred Qualifications

• Recommended to have a minimum of 5 years office administrative/secretarial experience.
• Experience with Aconex or other Electronic Content Management Systems is a plus.
• Previous experience working as an administrative assistant/secretary is a plus.
• Familiarity with legal information management/records management requirements is a plus.
• Experience working at a construction jobsite is a plus.
• Experience with e-Track is a plus.

Shift

Full-Time Office/Project; work being conducted in Eastern and Central time zones.