Administrative Coordinator

JOB DUTIES/TASKS/RESPONSIBILITIES

• Provide support to the Senior Vice President, Vice Presidents, and Director of Business Development.
• Liaise with the Office Manager, Accounting, Document Control, IT, Procurement, Security, and Quality Control departments to accomplish related tasks both inside and outside of the Business Development Department.
• Responsible for confidential and time sensitive material.
• Determine materials needed based on project needs, generate purchase requisitions (PRs), initiate establishment of vendors, and verification of job numbers with correct sub-accounts. Create individual line items for unique items on the PR.
• Initiate subcontractor and funding change PRs on existing purchase orders (POs) as needed.
• Review invoice values against existing PO line item values. Obtain approval or request necessary corrections with staff/vendors/procurement regarding corresponding invoice or PO.
• Interact with vendors regarding invoice submittal, general questions, and payment status.
• Partner with Accounting concerning invoices entered into the accounting system and projected costs monthly.
• Manage individuals’ travel itineraries including airfare and ground transportation, hotel accommodations, miscellaneous expenses, and expense reporting while remaining consistent with company policies and within the Federal GSA rates.
• Order general office supplies and maintain purchasing card account reconciliation.
• Compose correspondence and reports. Proofread and edit documents as necessary.
• Schedule appointments and meetings for the Business Development group.
• Maintain individual and facility calendars and arrange meetings and rooms.
• Perform setup for visitor and customer visits; Plan special events as directed by management.
• Key role in event sponsorship and attendance including:
o Obtaining quotes, creating budgets, and tracking costs
o Reviewing space locations in relation to size, set-up, and equipment requirements, and negotiating vendor and facilities reservations
o Organizing special company-hosted events within conferences
o Finalizing logistics including group registration and hotel blocks, shipping/receiving, travel coordination, and booth coverage during event
• Maintain project work plans, policies, and procedures for the Nuclear Secured division including granting general access and retiring previous revisions to secure server with restricted access as part of Document Control and Records Management.
• Migrate existing electronic project records and procedures from retiring system to custom engineered system, eB Nuclear.
• Maintain letter and memo number tracking and issue unique control numbers to documents.
• Support project record audits, review findings, and respond accordingly with corrective action(s).
• Coordinate with onsite SharePoint programmer to maintain company intranet site.
• Upload important company news and announcements to the company intranet site.
• Onboard new employees with IT equipment, travel/expense set-up, corporate credit card, system access, and reoccurring stipends such as monthly cell phone reimbursement.
• Perform other duties as assigned.


MINIMUM EDUCATION, EXPERIENCE AND CERTIFICATION REQUIREMENTS

• High School diploma or GED
• Bachelor’s Degree in Business Administration or related field preferred
• A minimum of 5 years administrative experience


REQUIRED AND DESIRED SKILLS

• Must be adaptable, versatile with excellent administrative and facilitation skills to keep focused on objectives
• Strong time management and prioritize workload skills, working on several projects simultaneously under strict deadlines
• Advanced computer skills, including Microsoft Office (Word, Excel, PowerPoint, etc.) and Adobe Acrobat Professional
• Experience with Ultramar Travel System, Concur Expense System (Champion Level), JD Edwards Financial, eB Nuclear
• Adaptability with custom company specific systems
• Strong written and verbal communication skills
• Effective interpersonal and customer service skills
• Exercising discretion with sensitive information
• Intermediate knowledge of accounting and financial reporting
• Strong multitasking skills

Atkins offers its employees a robust rewards package which includes: a competitive salary; a broad benefits package including medical/RX, dental, vision, life, disability, legal, hospitalization and other valuable voluntary options; generous time-off programs; flexible work schedules; 401(k) with employer match; professional and career development opportunities through our corporate university, as well as a highly-regarded tuition reimbursement program; and an unmatched culture focused on client-service, quality, and tireless pursuit of excellence in all we do. Atkins is an equal opportunity, drug-free employer committed to diversity in the workplace. EOE/Minorities/Females/Vet/Disability.