Administrative Assistant (Entry Level)- Pembroke Pines, FL

Jacobs • Fort Lauderdale, FL • 2h ago

At Jacobs, we challenge what is 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 (Entry Level) to join our team in Pembroke Pines, FL. 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. 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.

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

Assist (if applicable) with managing budget items

Manage filing system (computer and hard files)

Act as project liaison with staff regarding company policies and procedures

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

Maintain:

Phone/contact lists

Project Information Lists

Safety:

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

Be familiar with ionCity

Team Cash

Understand the program and help other staff members to understand

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

Create equipment lists

Attend and participate on the monthly Admin Call

Onboarding

Assist with training records

Assist with onboarding new employee

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

Coordinate between support, office and field staff

Work with and maintain confidential and sensitive information

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)

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.

OMFS #BIA #OurJacobs #BoldlyMovingForward #ChallengeAccepted

LI-JA2

High school diploma or equivalent

Proficient filing and numbering skills

Proficient in the use common office software (including Microsoft Office and Excel) to accomplish administrative work

Proven written, typing and verbal communication skills

Valid driver's license with no major infractions

Ideally, You'll Also Have:

2 plus years of increasingly responsible administrative support experience

Experience working in a 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 & Physical Requirements:

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.

Jacobs

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