Project Support Assistant 2

Contract to Possible Hire 
US Citizenship required for this role.
 
 
Job Summary
Candidate must have intermediate to advanced Microsoft Suite technical skills, strong interpersonal skills, and knowledge of electronic file structures/filing. Knowledge of electronic submittal practices and SPECS Intact is also strongly preferred.
 
To provide support to project team and management under minimal supervision. Incumbents have demonstrated proficiency in the project support role and are able to utilize frequent independent judgment, as needed. Possesses broad knowledge of project policies and procedures involving all phases of project execution from bid specifications through project closeout. Adapts past project knowledge to the needs of the current project with minimal direction or review needed from project management. Has regular contact with clients, suppliers, or company employees outside the immediate work area to exchange information.
 
Key Responsibilities

Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system
Tracking, logging, and following up on real estate and facility needs utilizing tracking system and communicating updates to appropriate stakeholders
Submits badging requests for building and suite level badging access
Updates floorplans and wayfinding for professionals as they hire and leave organization, attention to detail required
Owns and manages regional office spreadsheet and security requirements status for each regional offices. Requires communication with office leads/admins and teams and management of components required by security.
Event planning for projects and department teams to include ordering food, reserving rooms, helping set up training and tracking of team building events.
Building and maintain workflows- online tool
Tracking and sending travel computers for over 400+ professionals- this will require establishing process and managing it
Creation of posters and update monthly slide show that showcases announcements, birthdays/anniversaries and new hires in InDesign/Illustrator or other creative platforms
Creation of Microsoft Forms for various needs
Department Liaison to support food or flowers for professionals for weddings, babies, surgeries, or funerals.
Reproduction of design documents, binding, shipping to clients
Frequently interacts with upper management on related project issues, as well as Federal team members
May maintain personal calendar for project manager
Performs scanning and electronic filing
Answers phones
Greets and directs visitors
Assembles documents (reproduction and collation)
Performs word processing and data entry
Orders office supplies
Maintains project calendar
Arranges project-related meetings, travel and/or events
Generates or distributes ad hoc reports using various business systems and databases to internal project team
Generates simple documents, such as letters and memos
Generates more complex documents, such as spreadsheets and presentations
May coordinate collection of timesheets
May route and track invoices
May verify accuracy of invoices prior to approval
Performs other general clerical duties as needed
Individual contributor with no subordinates

 
Skills:
5+ years relevant experience preferred
Intermediate spreadsheet and word processing skills needed.
• Intermediate MS Word skills
• Intermediate MS Excel and PowerPoint skills
• Intermediate MS Outlook skills
• Spelling and grammar skills
• Concentration and cognitive skills
• Initiative
• Interpersonal skills
• Attention to detail and reading comprehension
• Communication skills, including verbal and written skills
• Ethics and values
• Integrity and trust
• Ability to make decisions
• Ability to prioritize
• Problem-solving ability
• Expense Reporting Systems (Creating)
• Expense Reporting Policies and Procedures (Reviewing and approving)
• Time Reporting Systems
• Time Reporting Policies and Procedures
• PeopleSoft and Blueprint Basic Users (Preferred)
• Telephony and Webconferencing (Preferred) 
• Electronic Repository Systems
• Travel Systems
• Financial Information Systems/Business Reporting System

Education: High School Diploma or equivalent preferred.