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Administrative Assistant

  1. Exton
  1. Industrial & manufacturing

As an Administrative Assistant in SNC-Lavalin's Exton, PA office and reporting to the Senior Director BD & Operations, you will answer incoming calls, maintain conference room schedules, order office supplies and maintain filing and project closeout/storage.

What will be your contribution?

  • Administer building access and alarm
  • Coordinate Lunch & Learns and company events
  • Maintain vacation schedule
  • Coordinate maintenance on office equipment, monitor contract terms and renewals
  • Manage incoming and outgoing packages
  • Collect and distribute incoming and outgoing mail
  • Maintain conference room and kitchen housekeeping
  • Process client and generate internal Purchase Orders
  • General data entry / word processing / office support
  • Order employee business cards
  • Provide New Hire packages and general office orientation
  • Manage Certificate of Insurance requests with the Corporate Insurance Department
  • Coordinate ISNetworld updates and compliance
  • Coordinate Compliance Due Diligence submissions and approvals
  • Manage insurance certificate tracking and administration at the project level
  • Generate, issue and track contract labor subcontracts and change orders, subcontractor contracts and purchase orders
  • Processing weekly billing records
  • Proof read / compile specifications and BODs
  • Proof read / format / assemble / issue proposals
  • Assist in completing RFIs
  • Update and manage corporate proposal process, corporate resume database and assign project numbers
  • Convert resumes to SNC-Lavalin company format
  • Upload and manage corporate project fact sheet database and coordinate and write project fact sheets
  • Organize registrations for trade shows, ISPE, or other events & order any necessary booths or promotional materials (done in coordination with Corporate Marketing Dept.)

What are we looking for?

  • Bachelors or Associates degree preferred
  • Excellent verbal, written communication skills required
  • MS Office (Word, Excel, PowerPoint and Outlook) proficiency required
  • Familiarity with database software preferred
  • Demonstrated detail oriented, ability to focus, prioritize projects and can handle multiple tasks and deadlines in a fast-paced environment

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