Site Administrative Assistant

Project Overview:

Our client’s focus on renewables and clean energy is helping their customers deliver transformational renewables and clean energy projects. Our client’s renewables team will perform the engineering, procurement, and construction for a 190.8MW ac / 228.18MW dc utility-scale photovoltaic (“PV”) generating plant to be located in Posey County, Indiana 18 miles west of Evansville.

Job Summary:

This 8-month contract position is for a Site Administrative Assistant to provide all-around administrative support to the Posey Solar Project. The work location for this assignment is Evansville, IN. Relocation assistance is not authorized for this position. The Site Administrative Assistant provides a wide variety of administrative support services to the project manager, project document manager, and jobsite team, as well as coordinating with all departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy, and knowledge of protocol. The Site Administrative Assistant will report to and receive direction from the Project Manager (PM) and the Project Document Manager (PDM) and will be required to balance administrative responsibilities along with other responsibilities, including collecting site documents, scanning site documents, and coordinating vehicle maintenance. These responsibilities of the role will require coordinating with the PM and PDM to prioritize work.

Major Responsibilities:

* Receives and screens phone calls visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.

* Composes and distributes complex correspondence using company standard word processing systems or other software applications.

* Keeps abreast of key issues, commitments, and priorities of manager.

* Often researches information and compiles summary reports.

* Reviews accuracy and format of outgoing documents which require manager approval.

* Coordinates requests from client, manager, and in-house staff. Determines action on important or emergency matters or knows whom to contact in absence of manager.

* Maintains file of important matters for manager attention upon return. Assists staff in certain procedures.

* Coordinates with all functions at the jobsite to ensure all project documentation is scanned (as necessary) and transmitted to the Project Document Manager to be input into Aconex.

* Supports site audits of the document management program.

* Stay current on all document management governance documents and documentation quality requirements.

* Perform quality self-assessments of documents input into Aconex.

* Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.

* Coordinates complex travel arrangements, including details of business plans. Prepares itineraries and expense reports.

* Coordinates meetings, arranging for facilities, equipment, and catering. May prepare and distribute notices, agendas, information packets, and minutes.

* Independently maintains a hard copy or electronic calendar for responsible manager(s).

* Develops and guides the implementation of office procedures and of filing and record-keeping systems.

* Performs other administrative or clerical duties as assigned.

* Performs proxy services as requested.

* May manage vehicle mileage logs, vehicle parking pass assignment.

* Handles facility coordination and badge issuance.

* Deploys IT equipment to new team members.

Education and Experience Requirements:

* Must have minimum of 5 years office administrative/secretarial experience. Experience must have been obtained within the past 7 years.

* Must have the right to work and remain in the United States without visa sponsorship.

Required Knowledge, Skills, and Abilities:.

* Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.

* Must have excellent written and verbal communication skills including spelling, grammar, punctuation, and proper use of syntax. Skills assessments may be administered to evaluate proficiency.

* Must be able to always provide clear communication to other personnel in a professional manner.

* Must be able to perform multiple tasks while meeting deadlines.

* Must hold a valid driver’s license.

* Must be willing and able to work overtime with little or no notice.

About Petroplan

Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.

Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.

In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What’s more, we understand that different things are important to different people in today’s world of work – it’s about making exactly the right connections for you as an individual.

Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you’re looking for from your next role.