Job Details

At Jacobs, we challenge what's currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you'll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.

Jacobs is seeking a detailed oriented, highly motivated Administrative Assistant to join our team in Walla Walla, WA. As an Administrative Assistant, you will be an important part of the project team as you assist with a variety of tasks and represent the firm to our clients over the phone, email, and face-to-face, as well as assisting staff with support of projects. The applicant must be personable, organized and professional and maintain a strict level of confidentiality. We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination experience and the ability to establish effective working relationships with multiple teams and departments.

Bring your team-focus, adaptability, and commitment to excellence, and we'll help you grow what drives you - and deliver the world's most challenging Operations Management projects, together.

#ourjacobs #bia #omfs #challengeaccepted

Essential Duties and Responsibilities:

• Answer incoming phone calls and greet visitors

• Maintain office environment to be clean, orderly, and free from any safety concerns

• Provide professional and efficient administrative support to our project managers, project teams, and local leadership

• Manage Septic Hauler Check In/Out Station

• Assist (if applicable) with managing budget items

• Manage filing system (computer and hard files)

• With Project Manager, act as liaison w/client

• Act as project liaison with staff regarding company policies and procedures

• Coordinate project support and certain regional activities

• Work in Concur system to create expense reports and reconcile project expenses

• Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations

• Perform document management support to the team which includes maintaining SharePoint, ensuring team is following document management protocol and supporting the team with uploading and sharing of files

• Procurement and Accounts Payable

o Create Purchase Requisitions

o Prepare Ariba registration forms including HSE Approvals

• Work in concert with Buyer

• Attend monthly project/Buyer calls

• Maintain:

o Phone/contact lists

o Project Information Lists

• Safety:

o Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.

o Be familiar with ionCity

• Team Cash

o Understand the program and help other staff members to understand

• Support all project staff with various administrative tasks, for example:

o Create equipment lists

o Enter data into OP10 (if applicable)

• Attend and participate on the monthly Admin Call

• Onboarding

o Assist with creating requisitions

o Assist with onboarding new employee

o Welcome new employee and be liaison to answer questions and guide through the onboarding process

• Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary

• Prepare and edit reports, presentations, and compile data for analysis

• Coordinate between support, office and field staff

• Work with and maintain confidential and sensitive information

• Assist to develop effective PowerPoint presentations for meetings and conferences

• Perform various office management tasks, including completing expense reports, as well as special projects as assigned

• Establish and/or maintain systems related to filing, time reporting and training hours

• Support the full implementation of company practices, policies and procedures.

• Obtain Notary License (if necessary)

· High school diploma or equivalent preferred

· Proficient filing and numbering skills

· Proficient in the use common office software (including Microsoft Office Suite to accomplish administrative work

· Proven written, typing and verbal communication skills

· Valid driver's license with no major infractions

Ideally, You'll Also Have:

· Bachelor's degree

· 5 plus years of increasingly responsible administrative support experience

· Experience working in a human relations, accounting and public utilities operations environment.

· Advanced or specialized training in administrative support

· Proven self-starter, proactive, ability to plan, prioritize and organize workload

· Demonstrated organizational skills and ability to pay close attention to details

· Proven high level of professionalism, confidentiality, diplomacy and strong customer service skills

· Ability to travel locally to perform all the required duties of the role

Working Conditions:

Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.