Administrative Assistant Support Intermediate

Posted Date 02 Jan 2024

Experience	2 Years	Salary	60000USD
Job Type	Full Time	Company	Jacobs
Job Category	Administration	Qualification	BS Administration
Gender	Both	Last Date	01 Apr
Vacancies	1	Remote	No
Location(s)	New Jersey , United States

Job Description

Our People⠀& Places⠀Solutions⠀business⠀–⠀reinforces⠀our drive⠀to improve⠀the lives⠀of people⠀everywhere⠀and⠀epitomizes⠀the "why"⠀of what we⠀do – the⠀tremendous⠀positive⠀impact and⠀value our⠀solutions⠀bring to⠀our⠀communities⠀and⠀society as⠀a whole.⠀From⠀facilities⠀delivering⠀life-saving⠀therapies⠀and⠀ensuring⠀clean⠀water to⠀enabling⠀the⠀connection⠀of people⠀through⠀all modes⠀of⠀transportation⠀and⠀providing⠀access to⠀technology⠀– we're⠀integrating⠀a⠀multitude⠀of these⠀solution⠀elements⠀to build⠀the smart⠀environments⠀of⠀tomorrow.

Start⠀your⠀Jacobs⠀career⠀with a⠀company⠀that⠀inspires⠀and⠀empowers⠀you to⠀deliver⠀your best⠀work so⠀you can⠀evolve,⠀grow and⠀succeed⠀– today⠀and into⠀tomorrow.

Your⠀Impact:

At⠀Jacobs,⠀we’re⠀partnering⠀across the⠀globe to⠀create the⠀best⠀project⠀outcomes⠀by⠀maximizing⠀the⠀design,⠀digital⠀technology,⠀and⠀support⠀capabilities⠀of our⠀Global⠀Integrated⠀Delivery⠀(GID)⠀teammates.⠀By joining⠀Jacobs,⠀you’ll⠀commit to⠀supporting⠀and⠀engaging⠀with these⠀teams, as⠀we work to⠀build a⠀company⠀like no⠀other.

The⠀best-qualified⠀individual⠀is⠀confident,⠀highly⠀motivated⠀and career⠀oriented⠀and has⠀the

desire⠀to⠀contribute⠀to the⠀success of⠀the⠀Project⠀Team, with⠀the⠀opportunity⠀for the⠀job to⠀evolve

into⠀a⠀consultant⠀position⠀over⠀time.

2-3⠀years⠀minimum⠀relevant⠀experience⠀is⠀required.

Business⠀or⠀technical⠀diploma or⠀degree⠀desired
High⠀level of⠀knowledge⠀with:⠀Microsoft⠀Word,⠀Excel,⠀PowerPoint,⠀Outlook,⠀Visio,⠀Adobe, and⠀database⠀management
Able⠀to work in⠀electronic⠀data⠀management⠀systems
Records⠀maintenance
Communicate⠀effectively,⠀both⠀orally and⠀in⠀writing
Ability⠀to⠀organize⠀and⠀prioritize⠀workloads
Maintain⠀calendars⠀and⠀schedule⠀appointments
Internet⠀research⠀skills⠀required
Flexibility⠀required
Excellent⠀interpersonal⠀skills⠀required
Project⠀coordination⠀experience⠀desired
Some⠀accounting⠀knowledge⠀would be⠀an⠀asset
Ability⠀to work⠀well with⠀all levels⠀of⠀internal⠀management⠀and staff,⠀outside⠀clients⠀and⠀vendors
Sensitivity⠀to⠀confidential⠀matters is⠀required
Work⠀in a team⠀environment
Work⠀overtime,⠀as⠀required
Previous⠀experience⠀with⠀construction⠀and⠀engineering⠀documents⠀an asset

Here’s What You’ll Need:

With⠀minimal⠀supervision,⠀the⠀successful⠀candidate⠀will⠀perform a⠀variety of⠀administrative,

technical⠀and⠀support⠀duties for⠀projects⠀and⠀multiple⠀supervisors.⠀The job is⠀at a⠀client⠀site⠀in

Bound⠀Brook, NJ⠀and will⠀require⠀the⠀successful⠀candidate⠀to work in⠀a field⠀office⠀trailer.

Primary Responsibilities
Administrative Duties:

Fielding⠀and⠀screening⠀telephone⠀calls
Receiving⠀and⠀directing⠀visitors
Place⠀orders for⠀supplies⠀and⠀services,⠀and track⠀progress⠀and⠀results
Typing,⠀formatting,⠀revising⠀and⠀safeguarding⠀project⠀documents,⠀including⠀org charts⠀and⠀distribution⠀matrix
Ensure⠀all⠀documents⠀conform to⠀Jacob’s⠀standards
Facilitate⠀smooth⠀flow of⠀documents⠀requiring⠀approval⠀signatures
Employee⠀development⠀including⠀daily on⠀the job⠀coaching
Attend⠀project /⠀department⠀meetings⠀as⠀requested
Maintaining⠀on-line⠀and hard⠀copy⠀filing⠀systems⠀for⠀project⠀documents⠀in JPI⠀(Jacobs⠀electronic⠀filing⠀system),⠀including⠀emails
Managing⠀project⠀email,⠀including⠀filing &⠀retrieval
Scheduling⠀meetings⠀using⠀Outlook,⠀WebEx, and⠀Teleconferencing
Organize⠀catering⠀for⠀meetings⠀and⠀performing⠀pre- and⠀post-meeting⠀functions
Assisting⠀with⠀travel⠀arrangements⠀for⠀projects
Prioritizing⠀workload,⠀working⠀independently,⠀multitasking
Providing⠀quality⠀“self⠀‘check”⠀of⠀documents⠀produced
Distribution⠀of project⠀material,⠀mail,⠀etc.
Training⠀coordination⠀(for site⠀visits)
Provide⠀assistance⠀completing⠀expense⠀reports
Assisting⠀other⠀administrators⠀in⠀overload⠀situations
Photocopying
Maintain⠀office⠀policies⠀and⠀procedures
Responsible⠀for⠀coordinating⠀office⠀moves

Technical Duties:

Project⠀Coordination⠀in support⠀of⠀Construction⠀Project⠀Managers⠀and Senior⠀Consultants
Research⠀for⠀projects⠀and⠀business⠀development
Creating⠀spreadsheets⠀and⠀presentations
Preparation⠀of⠀Technical⠀memos and⠀reports
Attend⠀and⠀prepare⠀agendas⠀and⠀minutes⠀for⠀project⠀meetings
Other⠀duties as⠀required