Site Administrative Assistant

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Project Overview:

The Bechtel Renewables team has been contracted to deliver the project management, engineering, procurement, construction, startup, and testing services for a utility-scale PV solar and battery energy storage project, located in Tom Green and Schleicher Counties, Texas, approximately 23 miles southwest of San Angelo. When completed, the project will generate up to 552 MWdc of power from approximately 850,000 highly efficient bifacial solar modules. The project is currently working under a Limited Notice to Proceed and expects to receive its Final Notice to Proceed in early to mid-2026.

Job Summary:

Bechtel is seeking a Site Administrative Assistant to provide all-around administrative support to the Cold Creek Solar Project. 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, support with time keeping, and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work. There is no relocation or per diem authorized for this position. #LI-KL1

Major Responsibilities:

• Receives and screens phone calls and visitors, and directs them to the appropriate parties. 
• Ensures coverage in absence. 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 (as necessary) and transmitted to the Project Document Manager to be input into Aconex.
• 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 coordinat