Position Summary

• Provide administrative support for Bechtel functions and organizations in the Houston Office.
• This position supports three major areas of the Bechtel organization. 
• Time is split between the groups to provide the needed help.
• Oversee the Bechtel Employee Club (BEC) store and assist with BEC activities and functions. 
• Responsible for ordering supplies, handling event ticket sales, and promoting BEC activities. 
• Help to plan, coordinate and lead employee events (Company Picnic, annual holiday events, employee appreciation events, etc.).
• Responsible for updating QuickBooks for tracking inbound and outbound cash flow for BEC store.
• Responsible for updating SharePoint website for purposes of tracking BEC services, products, event tickets, etc. 
• Act as liaison between product vendors and BEC store.
• Oversee the Bechtel Employee Service Award Program for Bechtel Energy. 
• Track service award anniversary dates, contact employees to ensure gift selection process is understood and completed. 
• Track inbound Service Award gifts to ensure safe delivery of same. 
• Responsible for service award dinners; and must coordinate with responsible Admin Assist for SA luncheons. 
• Ensure quality records are updated in SAP to capture SA event completions.

Responsibilities

Provide Administrative support to Human Resources Manager .  Duties include, but are not limited to:

• Anticipate Manager’s needs based on knowledge of Manager’s schedule and activities.
• Make domestic and some international travel arrangements.
• Complete travel and other expense reports.
• Set up meetings and send meeting invites as needed.
• May arrange for air and ground travel and prepare expense reports for Manager
• Prepare weekly, monthly and annual reports
• Work with others to coordinate HR sponsored events and activities.
• Gather information needed for reports.
• Prepare correspondence
   

Qualifications and Skills

Basic Qualifications

• Demonstrate knowledge of administrative functions.
• Intermediate level knowledge of Microsoft Word, Excel, Power Point, and Outlook.
• Knowledge of QuickBooks preferred.
• Knowledge of SharePoint preferred.
• Previous Bechtel experience helpful, but not required.
• Must possess excellent verbal communication skills to deal with vendors, employees, and others internally and externally.
• Must have intermediate to advanced skills in MS Excel.
• Must be able to work full time in the office as needed.
• Must be discreet and able to maintain highly confidential information.
• Must be detail oriented and possess knowledge of basic accounting practices.
• Must be flexible and manage change effectively.
• Must be proactive and accountable for areas of responsibility.
• Provides a wide variety of support services.
• Reviews incoming communications, work orders, and service requests for subject matter content and routes them to appropriate supervisor's attention.
• Composes routine correspondence in response to requests for department services; answers inquiries from other departments, area offices, or outside entities.
• Monitors all follow-up actions required by supervisor/manager.
• May help prepare reports and studies of a non-technical or a semi-technical nature.
• May extract data from reference material, either semi-technical or non-technical in scope.
• Compiles, analyzes, and prepares or helps prepare information for  reports, such as organization planning, charts, or other reports. 
• Organizes material for meetings, presentations, and training sessions.
• Performs other duties as assigned by supervisor.