Site Administrative Assistant

Requisition ID: 273312 

•  Relocation Authorized: None 
• Telework Type: Full-Time Office/Project 
• Work Location: Evansville, IN 

 

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel is our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

 

Project Overview

Bechtel’s focus on renewables and clean energy is helping our customers deliver transformational renewables and clean energy projects.  Bechtel’s renewables team will perform the engineering, procurement, and construction for a 190.8MW ac / 228.18MW dc utility-scale photovoltaic (“PV”) generating plant to be located in Posey County, Indiana 18 miles west of Evansville.

 

Position Summary

This position is for a Site Administrative Assistant to provide all-around administrative support to the Posey Solar Project. The work location for this assignment is Evansville, IN. Relocation assistance is not authorized for this position. The Site Administrative Assistant provides a wide variety of administrative support services to the project manager, project document manager, and jobsite team, as well as coordinating with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of protocol. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM) and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work.

 

Responsibilities

• Receives and screens phone calls visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications. 
• Keeps abreast of key issues, commitments, and priorities of manager. 
• Often researches information and compiles summary reports. 
• Reviews accuracy and format of outgoing documents which require manager approval.
• 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. 
• Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.
• Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
• Supports site audits of the document management program.
• Stay current on all document management governance documents and documentation quality requirements.
• Perform 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.
• Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.
• Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.
• Independently maintains a hard copy or electronic calendar for responsible manager(s).
• Develops and guides the implementation of office procedures and of filing and record-keeping systems.
• Performs other administrative or clerical duties as assigned.
• Performs proxy services as requested.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Handles facility coordination and badge issuance.
• Deploys