Area Administrative Professional

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you'll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.

Jacobs is seeking a detail-oriented, highly motivated Area Administrative Professional to join our South-Central Region. This role primarily supports Oklahoma City, OK and Baton Rouge, LA, but may also support other projects throughout the region. As an Area Administrative Professional, you'll be an important part of the team as you assist with a variety of tasks and represent the firm to our clients over the phone, email and face-to-face, as well as supporting staff and project teams.

Applicants must be personable, organized, and professional and maintain a strict level of confidentiality. We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination experience and the ability to establish effective working relationships with multiple teams and departments.

Essential duties and responsibilities:

* Maintain environment to be clean, orderly, and free from any safety concerns

* Provide support to other administrative professionals in your region.

* Assist with project startups and closeouts when applicable

* Set up and facilitate calls with managers and administrative support staff

* Provide professional and efficient administrative support to our project managers, project teams and local leadership

* Become familiar with project toolkits and work with projects as needed for support

* Assist (if applicable) with managing budget items

* Manage filing systems (electronic and hard-copy files)

* With Project Manager(s), act as liaison with clients

* Act as project liaison with staff regarding company policies and procedures

* Coordinate project support and certain regional activities

* Work in Concur system to create expense reports and reconcile project expenses

* Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations

* Perform document management support to the team including maintaining SharePoint, ensuring adherence to document management protocols, and supporting the upload and sharing of files.

* Manage vendor records and Ariba profiles by maintaining current and compliant documentation, HSE requirements, and expiration dates; partner with the Safety Professional to monitor compliance and ensure timely submission of required updates.

* Procurement and Accounts Payable

* Create Purchase

Requisition s

* Prepare Ariba registration forms including HSE Approvals

* Work in concert with Buyer

* Attend monthly project/Buyer calls for your projects

* Timekeeping:

* Assist projects as needed with labor corrections

* Maintain:

* Phone/contact lists

* Project Information Lists

* Safety:

* Work with project teams to create/maintain AHAs, SOPs, UPCPs, etc.

* Be familiar with ionCity

* Team Cash

* Understand the program and help other staff members to understand

* Support all project staff with various administrative tasks, for example:

* Create equipment lists

* Enter data into OP10 (if applicable)

* Attend and participate in the monthly Admin Call

* Onboarding

* Assist with creating requisitions

* Assist with onboarding new employees

* Welcome new employees and be liaison to answer questions and guide through the onboarding process

* Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary

* Prepare and edit reports, presentations, and compile data for analysis

* Coordinate between support, office and field staff

* Work with and maintain confidential and sensitive information

* Assist in developing effective PowerPoint presentations for meetings and conferences

* Perform various office management tasks, including…