Assistant Administrative 3
hace 18 días
San Antonio
Job DescriptionJob Title: Assistant Administrative 3 Location: San Antonio, TX Duration: 36 months The Assistant Administrator 3 provides comprehensive administrative, logistical, and coordination support to the Project Manager for the Spruce Natural Gas Conversion Project. This role ensures smooth daily workflow across all project functions by managing project communications, scheduling meetings, coordinating internal and external stakeholders, maintaining project documentation, and facilitating logistical arrangements. The Assistant Administrator serves as a central support resource to help maintain project continuity, accuracy, and organization across engineering teams, contractors, consultants, plant personnel, leadership, and support functions. This position plays an essential role in ensuring timely follow-up, organized documentation, and effective communication channels throughout all phases of the conversion project, including engineering, construction proposal development, planning, site visits, stakeholder reviews, and ongoing coordination tasks. Tasks & Responsibilities " Support the Project Manager in planning, organizing, and documenting all project meetings, including weekly status calls, technical review sessions, contractor coordination meetings, risk discussions, site visit briefings, and cross functional alignment sessions. " Prepare meeting agendas, track attendance, document key discussions, and issue clear and timely meeting notes and follow-up action lists. " Coordinate logistics for internal and external team engagements, including scheduling conference rooms, setting up Microsoft Teams sessions, ensuring audio/video readiness, and managing calendar invitations. " Arrange and coordinate meals, hospitality items, and logistical support for onsite work sessions, extended meetings, or visiting contractor/consultant teams. " Assist in planning and supporting field activities such as site visits, walkdowns, inspections, and testing activities, including preparing gate lists, handling visitor orientation materials, and ensuring required documentation is distributed. " Maintain project document repositories by organizing transmittals, RFIs, specifications, reports, meeting notes, schedules, and administrative records to ensure accessibility and version control. " Track and file contractor transmittals, RFI logs, scope clarifications, engineering comments, and status updates, ensuring items are properly routed to the Project Manager or responsible stakeholders. " Prepare and manage shared documentation folders, project reference materials, and monthly report updates as directed by the Project Manager. " Assist with coordination of project communications drafting internal notices, consolidating information for leadership updates, formatting project status summaries, and distributing project documentation to appropriate teams. " Manage administrative workflows including copying, scanning, printing, assembling meeting packets, maintaining organized physical and digital filing systems, and ensuring all project documentation meets internal standards. " Monitor incoming project emails and communications, screening for items requiring Project Manager attention, follow up, or escalation. " Support project schedule coordination by assisting in compiling scheduling inputs, distributing updated schedules, and tracking stakeholder deadlines as directed. " Facilitate alignment between various project groups (engineering, operations, contractors, environmental, compliance, transmission, gas solutions, consultants) via timely communication and organized information flow. " Help maintain compliance with administrative requirements addressed by plant operations, security, environmental, or safety teams by coordinating necessary paperwork or communication exchanges. " Assist with preparation and formatting of project presentations, updates for oversight committees, and briefing materials for leadership reviews. " Provide general administrative support to project personnel, including time saving assistance on organizational tasks, reminders, and logistics to decrease administrative burden on the engineering and project leadership teams. " Serve as backup support for other administrative staff during high volume or emergent project periods. " Perform additional project related administrative duties as assigned. Minimum Qualifications " High school diploma or GED " Three years of administrative support experience " Ability to work independently and manage multiple priorities in a fast paced project environment " Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint " Excellent written and verbal communication skills " Strong organizational skills with attention to detail and accuracy " Ability to work professionally with all levels of personnel, including leadership, engineers, contractors, consultants, plant staff, and external partners Preferred Qualifications " Prior administrative support experience within engineering, construction, project management, or utility operations " Familiarity with project documentation processes such as RFI logs, transmittals, technical specifications, and meeting action tracking " Experience supporting large capital projects, outages, construction planning, or industrial site coordination " Knowledge of * processes, workflows, and terminology " Ability to interpret basic project documentation including schedules, site maps, meeting agendas, and contractor correspondence Position Summary The Assistant Administrator 3 provides comprehensive administrative, logistical, and coordination support to the Project Manager for the Spruce Natural Gas Conversion Project. This role ensures smooth daily workflow across all project functions by managing project communications, scheduling meetings, coordinating internal and external stakeholders, maintaining project documentation, and facilitating logistical arrangements. The Assistant Administrator serves as a central support resource to help maintain project continuity, accuracy, and organization across engineering teams, contractors, consultants, plant personnel, leadership, and support functions. This position plays an essential role in ensuring timely follow-up, organized documentation, and effective communication channels throughout all phases of the conversion project, including engineering, construction proposal development, planning, site visits, stakeholder reviews, and ongoing coordination tasks. Tasks & Responsibilities " Support the Project Manager in planning, organizing, and documenting all project meetings, including weekly status calls, technical review sessions, contractor coordination meetings, risk discussions, site visit briefings, and cross functional alignment sessions. " Prepare meeting agendas, track attendance, document key discussions, and issue clear and timely meeting notes and follow-up action lists. " Coordinate logistics for internal and external team engagements, including scheduling conference rooms, setting up Microsoft Teams sessions, ensuring audio/video readiness, and managing calendar invitations. " Arrange and coordinate meals, hospitality items, and logistical support for onsite work sessions, extended meetings, or visiting contractor/consultant teams. " Assist in planning and supporting field activities such as site visits, walkdowns, inspections, and testing activities, including preparing gate lists, handling visitor orientation materials, and ensuring required documentation is distributed. " Maintain project document repositories by organizing transmittals, RFIs, specifications, reports, meeting notes, schedules, and administrative records to ensure accessibility and version control. " Track and file contractor transmittals, RFI logs, scope clarifications, engineering comments, and status updates, ensuring items are properly routed to the Project Manager or responsible stakeholders. " Prepare and manage shared documentation folders, project reference materials, and monthly report updates as directed by the Project Manager. " Assist with coordination of project communications drafting internal notices, consolidating information for leadership updates, formatting project status summaries, and distributing project documentation to appropriate teams. " Manage administrative workflows including copying, scanning, printing, assembling meeting packets, maintaining organized physical and digital filing systems, and ensuring all project documentation meets internal standards. " Monitor incoming project emails and communications, screening for items requiring Project Manager attention, follow up, or escalation. " Support project schedule coordination by assisting in compiling scheduling inputs, distributing updated schedules, and tracking stakeholder deadlines as directed. " Facilitate alignment between various project groups (engineering, operations, contractors, environmental, compliance, transmission, gas solutions, consultants) via timely communication and organized information flow. " Help maintain compliance with administrative requirements addressed by plant operations, security, environmental, or safety teams by coordinating necessary paperwork or communication exchanges. " Assist with preparation and formatting of project presentations, updates for oversight committees, and briefing materials for leadership reviews. " Provide general administrative support to project personnel, including time saving assistance on organizational tasks, reminders, and logistics to decrease administrative burden on the engineering and project leadership teams. " Serve as backup support for other administrative staff during high volume or emergent project periods. " Perform additional project related administrative duties as assigned. Minimum Qualifications " High school diploma or GED " Three years of administrative support experience " Ability to work independently and manage multiple priorities in a fast paced project environment " Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint " Excellent written and verbal communication skills " Strong organizational skills with attention to detail and accuracy " Ability to work professionally with all levels of personnel, including leadership, engineers, contractors, consultants, plant staff, and external partners Preferred Qualifications " Prior administrative support experience within engineering, construction, project management, or utility operations " Familiarity with project documentation processes such as RFI logs, transmittals, technical specifications, and meeting action tracking " Experience supporting large capital projects, outages, construction planning, or industrial site coordination " Knowledge of * processes, workflows, and terminology " Ability to interpret basic project documentation including schedules, site maps, meeting agendas, and contractor correspondence
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