Administrative Assistant

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