Project Administrative Assistant

Company: MGE Underground, Inc.
Location: San Jose
Posted on: April 8, 2021

Job Description:

Company Summary MGE is a utility infrastructure contractor serving investor-owned and public utilities throughout California from its headquarters in Paso Robles and satellite offices throughout the state. Our mission is to be the leading provider of innovative construction solutions for our clients, providing the best value in support of their growing utility and infrastructure requirements. Job Summary As the Administrative Assistant, you are a master multi-tasker with excellent communication skills and an upbeat attitude. In this position, you will be providing administrative support for the Operations Team and the Project Management Team for all project specific related tasks. Responsibilities will include managing schedules, acquiring permits, and preparing and managing project documentation. To be successful in this role, you must have a strong desire to be proactive and create a positive experience for others. For this role, you will work with a team of Project Mangers, Project Engineers, Field Engineers, General Foreman and Foreman on a daily basis so good communication and collaboration are also essential. Duties And Responsibilities Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. --- Provide administrative support for all areas within the Operations Team.--- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies and submitting to accounts payable.--- Ensure operations of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.--- Organize, compile, and submit company personnel records and documentation (such as new hire packets, time off requests, etc.) to the correct departments.--- Greet and assist visitors to the office.--- Provide general support and information by answering questions and requests.--- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.--- Organize and book travel arrangements such as hotels, flights, cars, and restaurant reservations.--- Maintain polite and Professional communication via phone, e-mail, and mail.--- Anticipate the needs of others in order to ensure their seamless and positive experience--- Handle sensitive information in a confidential manner.--- Maintain work in progress (WIP) schedules--- Submit schedules to appropriate clients--- Update necessary tracking systems to ensure the project and program status is maintained with complete accuracy.--- Work with the Project Managers and Project Engineers to facilitate and track order closures--- Create and update workflows--- Prepare and provide documentation to internal teams--- Perform other job-related duties as assigned by our supervisor.Qualifications And Experience --- Knowledge of proper use of equipment, materials and supplies used in an office environment--- Proficiency in Microsoft Office Suite--- Excellent time management skills and ability to multi-task and prioritize work--- Attention to detail and problem-solving skills--- Excellent written and verbal communication skills--- Strong organizational and planning skills--- Ability to learn company software, programs, and processes in a timely manner--- Ability to work independently and complete daily activities according to work schedule--- Ability to understand, follow and transmit written and verbal instructions--- Basic knowledge of construction practices and procedures--- Proficient in Microsoft Office Suite--- Excellent typing and data entry skills--- Basic math and computer skills.--- Strong client-facing and teamwork skills--- Amazing organizational skills--- Highly organized and detail-orientated--- Ability to work in a cohesive team--- Ability to work independently and complete daily activities according to work schedule--- Valid Class C Driver's License with a clean driving record--- Required: 2 years of verifiable administrative or assistant experience--- Desired: 3 years of verifiable administrative or assistant experience--- Required: Successful candidates must pass the following pre-employment requirements prior to beginning employment: drug screen and background check. Background checks include, but are not limited to, Social Security Verification, Prior Employment Verification, Motor Vehicle Records, Personal and Professional References, Criminal History.Education --- Required: High School Diploma or GED equivalent--- Desired: Associate degree in related fieldPhysical Requirements The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: --- Employee is frequently required to walk, use hands to finger, handle, or feel objects, tools, or controls, and talk or hear. The employee is often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, or crawl.--- The employee must occasionally lift and/or move up to 15 pounds at a time individually.--- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.--- Prolonged periods sitting at a desk and working on a computer.Powered by JazzHR qriquDOc1L

Keywords: MGE Underground, Inc., San Jose , Project Administrative Assistant, Administration, Clerical , San Jose, California