Site Administrative Assistant

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Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grew economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure;
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Bechtel Renewables team is to deliver the project management, engineering, procurement, construction, startup, and testing services for a utility-scale PV solar project, located near the town of Tivoli in Refugio County, Texas. When completed, the project will span more than 3400 acres and generate up to 495 MWdc of power from approximately 850,000 highly efficient bifacial solar modules.

This position is for a Site Administrative Assistant to provide all-around administrative support to the Project. The work location for this assignment is Victoria, TX. 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.

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• Receives and screens phone calls, visitors and directs them to the appropriate parties.
• Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications.
• 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. 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).
• May coordinate vehicle maintenance, taking vehicles for repair.
• May manage vehicle mileage logs, vehicle parking pass assignment.
• Handles facility coordination and badge issuance.
• Deploys IT equipment to new team members.
• Support Project Accountant with time keeping efforts.

• Requires 1-2 years of related experience

• Must have the right to work and remain in the United States without visa sponsorship.
• Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word and 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 hold a valid driver's license.
• Must be willing and able to work overtime with little or no notice.
• Experience with Aconex or other Electronic Content Management Systems and e-Track.
• Previous Bechtel experience working as an administrative assistant/secretary is helpful, as well as familiarity with Bechtel and legal information management/records management requirements.
• Experience working at a construction jobsite is a plus.
• Document Control practices and the use of Content Management Systems.
• Strong organizational skills and…