ApplyDescription
The Operations Support Specialist will manage front of house duties. In addition, they will assist the Sr. Project Coordinator with the execution of project-related tasks for engineering and survey teams by monitoring project requirements during the life of the project, with particular emphasis on the planning and close-out phases. Job tasks include, but are not limited to, the following:
- Managing and overseeing daily administrative tasks (i.e. answering phones, coordinating calendars & couriers, ordering & stocking supplies, maintaining tidiness of reception area and conference rooms).
- Coordinating with vendors for general office needs and maintenance (i.e. cleaning crews, coffee vendors, etc.)
- Greeting and assisting visitors in a friendly and professional manner.
- Answer and direct incoming phone calls and deliveries.
- Maintaining group calendars and contacts.
- Filing and tracking project documents.
- Coordinating and preparing project e-mail communications with clients and government agencies.
- Assisting with project set up and close-out in project management ERP.
- Assisting with preparation and processing contract proposals, agreements, reports, letters, and other communication.
- Assisting with construction administration, including but not limited to creation and maintenance of contract and bidding documents, project documents and tracking logs.
- Assisting with preparation and transmittal of required forms, agency documents, etc. for submittals to acquire agency approvals and permits and specification documents.
- Coordinating with sub-consultants, contractors, clients and jurisdictional agencies on project related tasks.
- Researching development and utility code document updates and updating agency forms on company Portal.
RequirementsMust possess excellent MS Word and Excel skills and maintain a thorough working knowledge of Microsoft Outlook calendar applications. Must maintain a high level of professionalism and exercise good judgment and discretion with sensitive, confidential, and proprietary information. Must possess good time management skills and attention to detail and have the ability to multi-task. Should be able to seamlessly worth both independently and as a team. Must possess excellent verbal and written communication skills.
Must be flexible, organized, analytical and have the ability to prioritize assignments. Strong interpersonal skills are a requirement, including a positive attitude and a professional, pleasant demeanor. Three or more years of experience as an assistant in a professional services environment preferred.
