Administrative Assistant

Position Summary: This position is responsible for performing a wide range of secretarial and administrative duties, coordinating information for the FBS production staff at our vast, 63-acre facility. Significant heavy manufacturing takes place both in several fab shops, as well as on the waterfront. The successful candidate will support the working men and women by performing word processing, spreadsheet development use, as well as, limited development use of data bases.

Detailed Description:

• Develops and maintains office forms and procedures, and assists with administrative tasks.
• Works with subject matter experts to write new work instructions, update existing work instructions and organize work instructions and operating procedures
• Composes types and edits correspondence, reports, memoranda and other material.
• Oversees and administers the distribution of drawings and technical information to internal customers, external customers and vendors.
• Create reports and project documentation in a final format from rough notes or drafts.
• Operates other standard office equipment like copy and fax machines.
• Ability and willingness to engage in highly energetic pursuits on the waterfront.
• Acts as receptionist by greeting, screening and escorting visitors to the appropriate party. Handles matters as needed and provides information as requested.
• Maintain a commitment to and promote the Quality and Environmental, Health & Safety Policies.
• Abide by and enforce all organizational policies and procedures.
• Participate in meetings of staff and special committees, as requested.
• Coordinate large and small-scale meetings and events (venue, planning, IT needs, guest lists, transportation needs, food, deliverables from swag to documents, etc.), as well as coordinate payment and deliveries.
• Handle highly confidential information discreetly and confidentially.
• Maintain confidential electronic filing systems.
• Able to work with vendors, customers, owners on all repair and contract aspects, as well as all customer service and new construction aspects.Must be able to gather information and disseminate to others clearly.
• Must be able to read large complex documents (contracts, specs, etc.) and assist Production and Program Management in preparation of BIDS and invoices.
• Responsible for Master File Recording/Documentation/File Storage and record-keeping company wide. Including, but not limited to, physical file storage, as well as electronic records.
• Must be able to proofread all documentation and understand what is being sent.
• Liaison between security and guests.
• Liaison between callers and management (as needed)
• Must be able to clearly understand and follow all rules with regard to what information is proprietary.
• Create all new documents or forms, lamination of documents, printing and folding of construction drawings, training of production personnel, uploading of photos, etc.
• Other Duties may be assigned

Core Competencies:

• Organizational Savvy -- Maneuvering comfortably through complex policy, process, and people-related organizational dynamics.
• Collaborates -- Building partnerships and working collaboratively with others to meet shared objectives.
• Communicates effectively -- Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Customer Focus -- Building strong customer relationships and delivering customer-centric solutions.

Minimum Qualifications:

• High School Diploma
• Proficient in all office machines
• Must be able to use Microsoft Word, Power Point, Excel, Outlook, and Microsoft Teams with no assistance
• Must be able to navigate Microsoft Windows with no assistance and be comfortable using Edge, Explorer, Chrome, etc.
• Must be comfortable preparing tables, spreadsheets, graphs, presentations, video calls, conference calls, as well as training others
• Must be able to multi-task and prioritize
• Must take initiative to solve problems and ask questions
• Must be able to be a resource for others and train others
• Must be familiar with an ERP system
• Organization is an absolute must

Desired Qualifications:

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