Engineering Administrative Assistant

SUCCESS IN THIS POSITION include the following:
• Tasks effectively prioritized and completed, even when assigned by various team members
• Easy access to all documents, both digital and hard copy, due to an effective and well-maintained document management system.
• Completion of contractor agreements with minimal oversight
• Taking ownership of compliance reporting requirements including management of schedule, ample notification, and reminders to team
members when contribution is needed and on time delivery of documents
• Professional preparation of documents where the formatting, appearance, or content is improved by the candidate’s involvement.

JOB RESPONSIBILITES include the following. Other duties may be assigned.
• Preparation and filing of Purchase Orders, Terms and Conditions, and Contractor Safety Plans
• Track licensing and permitting deadlines and notify responsible individuals
• Complete monthly credit card reports including submitting receipts and coding of purchases.
• Maintain digital and paper records that allows for orderly and expedient filing and retrieval.
• Track and maintain call process for remote notifications of burglar, fire, severe weather, and building systems controls.
• Attending project meetings, note taking and distributing notes as needed.
• Assist with quarterly and annual compliance reporting through EGLE’s re-Trac system.
• Assist in preparing written materials, including correspondence, reports, and submittal packages.
• Aid with the collection, review, and organization of project documentation and deliverables.
• Digitizing and filing archived documents.
• When requested, assist with coordinating and planning meetings with multiple
attendees including taking notes and securing refreshments and meeting space.
• Assist with formatting of Microsoft Word and Excel documents.
• Assist with scheduling and coordinating work activities including contractor work.
• Other basic administrative tasks on an as-needed basis as required.

QUALIFICATIONS
• High school diploma required
• Excellent interpersonal skills
• Minimum 3 years' experience in business administration, administrative assistant or project coordinator position required.
• Associate degree from two-year college in business administration, project management, science related field or equivalent combination of education and experience preferred.
• Proficiency with Microsoft Office applications (may be tested during the interview process).