Regional Office Coordinator/project Support Assistant

Regional Office Coordinator/Project Support Assistant

Black and Veatch allows you to lend your talent and perspective to humanity's biggest challenges in a flexible environment where you are empowered to grow and explore new possibilities. We offer competitive compensation and benefits that start day one. Our hybrid environment allows you to balance your work and personal life. At Black and Veatch, you own your career with purpose and meaning. You are empowered to grow and explore new possibilities at every step of your career journey. Bring your big ideas knowing you are safe to be who you are and speak up with concerns or questions and put your diverse talents and perspectives to use.

To provide support to one or more managers, but also provide support to a workgroup such as a department, division or regional office, under minimal supervision from a manager or director. Position requires proficiency in administrative assistant support role. Duties and tasks are often non-routine, requiring independent judgment and problem-solving. Possesses thorough knowledge of workgroup's policies and procedures, as well as general knowledge of company policies and processes. Has occasional contact with clients, suppliers, or company employees outside the immediate work area to exchange information.

Hybrid or flexible work options may be offered after the first 90 days of employment based upon manager discretion, job performance and work assignments.

Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system

Is coordinator of project communications

Frequently interacts with upper management on related project issues, as well as external clients

Performs scanning and electronic filing

Answers phones

Greets and directs visitors

Assembles documents (reproduction and collation)

Performs word processing and data entry

Tracking, logging, and following up on real estate and facility needs utilizing tracking system and communicating updates to appropriate stakeholders

Submits badging requests for building and suite level badging access

Updates floorplans and wayfinding for professionals as they hire and leave organization, attention to detail required

Owns and manages regional office spreadsheet and security requirements status for each regional offices. Requires communication with office leads/admins and teams and management of components required by security.

Event planning for projects and department teams to include ordering food, reserving rooms, helping set up training and tracking of team building events.

Building and maintain workflows- online tool

Creation of posters and update monthly slide show that showcases announcements, birthdays/anniversaries and new hires in InDesign/Illustrator or other creative platforms

Creation of Microsoft Forms for various needs

Reproduction of design documents, binding, shipping to clients

Orders office supplies

Maintains project calendar

Arranges project-related meetings, travel and/or events. May travel with project team

Generates or distributes ad hoc reports using various business systems and databases to internal project team

Generates simple documents, such as letters and memos

Generates more complex documents, such as spreadsheets, presentations, and project reports

May coordinate collection of timesheets

May route and track invoices

May verify accuracy of invoices prior to approval

Performs other general clerical duties as needed

Individual contributor with no subordinates

Preferred Skills:

Intermediate MS Word skills

Intermediate MS Office Excel and PowerPoint skills

Intermediate MS Outlook skills

Spelling and grammar skills

Concentration and cognitive skills

Initiative

Interpersonal skills

Attention to detail and reading comprehension

Communication skills, including verbal and written skills

Ethics and values

Integrity and trust

Ability to make decisions

Ability to prioritize

Problem-solving ability

Expense Reporting Systems (Creating)

Expense Reporting Policies and Procedures (Reviewing and approving)

Time Reporting Policies and Procedures

Time Reporting Systems

PeopleSoft and Blueprint Basic Users

Travel Systems

Telephony and Web conferencing

Electronic Repository Systems

Financial Information Systems

Intermediate spreadsheet skills and intermediate word processing skills needed. All applicants must be able to complete pre-employment onboarding requirements (if selected) which may include any/all of the following: criminal/civil background check, drug screen, and motor vehicle records search, in compliance with any applicable laws and regulations.

Normal office environment. Extended periods of monitor viewing. Stooping, crouching, talking, grasping, hearing, keyboard input, turning pages, typing and writing. Ability to exert up to 10 pounds of force occasionally or a negligible amount of force frequently or constantly to lift, carry, push, pull, or move objects. Work involves sitting for extended periods of time.