Project Overview

Bechtel is among the most respected engineering, project management, and construction companies in the world. Bechtel operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security and environmental; and energy. Today, our colleague's team with customers, partners, and suppliers on diverse projects in nearly 40 countries. The Bechtel AT&T Mobility project provides project management, site development, procurement, and construction services to AT&T to build new cell sites, upgrade existing sites with new technologies, add bandwidth to existing sites and decommission old technologies. The project has markets located in various regions throughout the Western U.S. and is currently seeking an Administrative Assistant to support the project.   

The work location for this assignment is Irvine, CA. Relocation assistance is not authorized for this position.

Position Summary

Provides one or more of a wide variety of administrative support services to the project manager and team:

Able to perform research, analysis, and coordination with other departments and disciplines, while exercising a high degree of initiative, discretion, confidentiality, diplomacy, professionalism, flexibility, accuracy and knowledge of protocol.

Responsibilities 

Supports the Contracts function with vendor prequalification, review of Certificates of Insurance, vendor backcharges, and other tasks.

Supports the CRAN construction team by processing documentation required to release a site into construction.

Receives and screens phone calls and visitors and directs them to the appropriate parties. Completes business independently as appropriate. Ensures coverage in absence.

Composes and distributes complex correspondence using Bechtel standard word processing systems or other software applications. Keeps abreast of key issues, commitments, and priorities of manager. Often researches information and compiles summary reports. 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.

Collects, reviews, and distributes incoming hard copy and electronic mail. Independently handles mail not requiring manager attention. Reviews outgoing mail to ensure accuracy and proper format.

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.

Develops and guides the implementation of office procedures and of filing and record-keeping systems.

May prepare or provide input to daily work planning, training, and/or employee evaluations of assigned personnel.

Performs other administrative or clerical duties as assigned.

Perform proxy services as requested

Vehicle mileage logs

Office and facility coordination such as badge issuance and facility corrections. 

Job Knowledge

Technical vocabularies and terminology common to the assignment.

In-depth knowledge of the Bechtel organizational structure, functions, and procedures.

Strong organizational skills and the ability to prioritize administrative deliverables.

Operation of Bechtel standard computerized systems and other information transmission systems.

Effective leadership skills.

Professional telephone practices.

Demonstrated knowledge of filing systems and common office procedures.

Experience with budget activities may be required.

Ability to make decisions on matters that do not require management level involvement.

Qualifications and Skills

Basic Qualifications

Must have the right to work and remain in the United States without visa sponsorship.

Must have minimum of 3 years office administrative/secretarial experience. Experience must have been obtained within the past 7 years.

Must be able to demonstrate basic to intermediate proficiency using Microsoft Excel, Outlook, PowerPoint, and Word. Skills assessments may be administered to evaluate proficiency.

Ability to upload records in InfoWorks for retention using IW Loader.

Must 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 be able to provide clear communication to other personnel in a professional manner at all times.

Must be able to perform multiple tasks while meeting deadlines.

Must be willing and able to work overtime with little or no notice.

Preferred Qualifications

Previous Bechtel experience working as an administrative assistant/secretary.

1 year current experience on a communication project.

Current experience supporting senior level management.

Familiarity with Bechtel, and legal information management/records management requirements.

Working knowledge of InfoWorks / Aconex.

Holds a current Certified Administrative Professional (CAP) or Certified Administrative Professional and Organizational Management (CAP-OM) credential.