Administrative/Project Assistant - Senior Level (...

Job Description: Summary: We are seeking a highly organized and detail-oriented Administrative/Project Assistant to join our team. The ideal candidate will have strong administrative and problem-solving skills, proficiency in Microsoft Word/Excel/PowerPoint, and the ability to present data effectively. This role requires a proactive individual who can manage complex tasks and support various levels of staff, including engineers, project managers, and business unit leadership. Work will require frequent discussions with other administrative staff, project managers, and internal teams to inform them of work status and coordinate tasks. Administrative and project support tasks may include: Primary Responsibilities: Proofreading, formatting, organizing, and compiling documents, reports, and other major work products Creating and modifying spreadsheets, tables, and graphs, including the use of advanced functions and formulas, to effectively organize and present data Providing and coordinating quality assurance/quality control for project documents Scheduling, providing logistic support, and coordinating catering for internal and external meetings Compiling meeting agendas, minutes, and other miscellaneous documents Monitoring work orders and budgets Preparing project status and progress reports for clients Working across various internal and external communications platforms for project coordination and document management. Typical platforms include Procore, eBuilder, Aconex, ProjectWise, etc. Maintaining and organizing project files Developing visual presentation materials Assisting with professional licensure for engineers and scientists Secondary Responsibilities: Acts as the main point of contact for clients and visitors by coordinating badge access, managing visitor schedules, and assisting with office space needs Assists with keeping conference rooms, shared areas, and kitchen areas tidy Provides support to other Barr locations by meeting with office leaders to understand facility, project, and staffing needs Helps coordinate office social events such as happy hours, summer parties, and other activities Orders and arranges delivery or pick-up of food for office events Assists with the tracking and ordering of office supplies, food supplies, and equipment Provides logistical support for meetings and conference calls Ships and receives packages, coordinating with FedEx when needed Supports staffing interviews and new hire integrations Minimum Qualifications: 8 or more years of experience in a comparable position Strong computer skills including proficiency with MS Word, Excel, and PowerPoint Demonstrated ability to learn and use new computer programs and databases Capacity to thrive in a fast-paced environment Exceptional organizational and technical/problem-solving skills and the ability to manage multiple tasks Strong oral and written communication skills as well as strong listening skills Attention to detail, accuracy, and task follow-through Strong client-service mentality and an attitude and desire to help project teams be successful Self-initiative and motivation with emphasis on client service Ability to work effectively with a variety of personalities and build working relationships Ability to work with partial information, identify further data necessary to effectively complete tasks, and either prepare preliminary but incomplete work products or work with individuals to collect necessary data for preparation of complete work products Flexible working style and willingness to occasionally modify personal schedule to help meet project deadlines Ability to maintain confidentiality of sensitive information Legal authorization to work in the United States without the need for sponsorship from Barr, now or in the future Possession of a valid driver's license and acceptable driving record Preferred Qualifications: Two-year certificate/degree or experience/coursework directly related to the job responsibilities described above Experience providing proofreading and formatting of technical reports Experience managing engineering drawings Familiarity with engineering standards and technical specifications Advanced proficiency in MS Word (e.g., creating and modifying styles; creating cross-references, indexes, and tables) Proficiency in Adobe Acrobat Experience with calendars and scheduling meetings using MS Outlook Experience with Deltek Vision or Vantagepoint Experience with Sharepoint Experience with MS Project (or similar) Proficiency in PowerPoint and experience preparing visual presentation materials A hybrid work arrangement may be considered for this position. A hybrid work arrangement refers to splitting time worked between a Barr office and a home office. Three days a week in the office on average is expected for this position, which is based out of Barr's Ann Arbor, Michigan, office. #LI-Hybrid Open positions at Barr Engineering Co. do not have application deadlines. Barr Engineering Co. is an equal opportunity employer, and all applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Created: 2024-11-05