Project Administrative Assistant

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Support one of the largest and diverse technical solutions providers in the world and have a hand in laying the foundation for human progress. As a Project Coordinator Professional, in our Project Management/Construction Management group, you will provide support to one of the largest healthcare providers in Austin, TX. Successful candidates must be able to be in Austin and located in a site office/trailer 5 days a week, multitask effectively, use independent judgment, and have the initiative to take on new tasks and challenges.

Candidate will need to use experience-based judgment to evaluate situations and develop solutions. You will be expected to anticipate executives’ needs and ensure accountability. You’ll be accountable for managing and coordinating with corporate executive assistants in scheduling a complex calendar, coordinating conference rooms, travel, and meeting agendas in a fast-paced environment. We’ll rely on you to handle confidential information with a high degree of sensitivity when composing and preparing correspondence, meeting materials and handling personnel issues.

You’ll be solution focused - take ownership of requests, identifying and analyzing problems with the ability to make recommendations for resolving them. If you’re up for the challenge join us and we will assist in continuing the development of your skills and exploring all that you can do across our global company, with opportunities to share your knowledge along the way.

• Produce deliverables with a high degree of quality and efficiency
• Gather and track action items to be shared distributed to team members with follow-up
• Provide administrative and logistic support to client management team for project meetings, including meeting agenda and meeting minutes
• Track and order office supplies for the client management team
• Maintain office inventory list, conference room calendars, project rosters, and project team vacation schedules
• Organize project events or meetings which may include ordering from catering services if needed for client management team
• Prepare all forms and obtain client agency approval related to client network access, office keys and badges
• Support Senior Project Controls Engineer and Senior Contract Administrator on invoices auditing, submittal log, and payment log
• Perform as the backup for the Document Control Specialist after training is completed
• Maintain client’s team roster and project distribution matrix
• Additional duties and tasks assigned by client’s management team
• Must be willing to work onsite daily at client site

If you’re up for the challenge join us and we will assist in continuing the development of your skills and exploring all that you can do across our global company, with opportunities to share your knowledge along the way.

Here’s what you’ll need

• Bachelor’s degree preferred or 10+ years’ experience in a similar role
• 5+ years or more of experience in a similar role in a large engineering, construction, or facilities maintenance related organization
• Advanced level computer skills in MS Office Suite Word, Excel, Outlook, PowerPoint, and
• Teams (videoconferencing)
• Experience working with high-level clients, executives, government, and public officials on a regular basis
• Must demonstrate key competencies in the areas of communication – both written and verbal, planning and organizing, flexibility and adaptability,…