Administrative Assistant

On-site Support Assistant

Reports to Site Support Manager

Hours: 8am – 5:00pm (1 hour lunch)Key Job Responsibilities:Support site personnel in the Cary office with site-related tasks/projectsPosition requires the ability to problem solve with a proactive and positive approach to assisting others.Physical presence in the Cary office is required 5 days a week (Monday - Friday)On-site support for the Cary office shall include:Project executionCompile submittals as instructed for review by the Project Managers (Organize, Create TOC, Compile and PDF all files, ISA data sheets, PBoM, submit to PM for review, Make any revisions identified by the PM, Create the electronic submittals, Send approved submittals to supplier, Make COs and the labels to go on the CDs, Assist in assembly and mailing as necessary).Compile O&M manuals as instructed for review by the Project Managers (Organize, Create TOC, Compile and PDF all files, ISA data sheets, PBoM, submit to PM for review, Make any revisions identified by the PM, Create the electronic manuals, Send approved submittals to supplier, Make COs and the labels to go on the CDs, Assist in assembly and mailing as necessary).Compile field service manuals.Printing and copying submittals, manuals and O&M's.Print drawings.Handle calls regarding submittals and manuals.Administrative ServicesAssist with answering the phones, greeting visitors,Shipping via FedEx/USPS/UPS for all outgoing packages (the same day as requested). Direct all visitors entering by the side door to report to the reception desk.Communicate what supplies need to be ordered in the weekly orders.Assist in office events such as customer visits, meetings, catering, cookouts, etc. Sign for and distribute UPS/FedEx/DHL packages.Inventory and put away office supply orders in absence of responsible staff.General clerical duties such as scanning, mailing, faxing filling etcContact vendors of mailed invoices to request emails in lieu of mailTime Entry managementMonitor/process time entry in latisSetup new users in LatisOffice InteriorKitchens: Maintain and stock a minimum of three times per week (more if needed). Clocks: Once a week validating all clocks have the correct time and changing batteries when needed. If a replacement is needed, communicate that to the Admin Manager. (do not worry about the dates)Conference Rooms: Maintain and straighten up daily (clean whiteboards, tables, turn off Tv’s, fill mini fridge, etc.) Sanitize copy machines daily.Drinks Refrigerator: Fill this daily to ensure refreshments are always available for staff and visitors.Supply/Paper Cabinets: Maintain and restock inventory a minimum of three times per week (more if needed). Employee Onboarding: Prepare space, create mailbox and order name plate for new employees.Develop slides for internal communication on office display screens.Additional duties and responsibilities:Fill in for administrative duties of other personnel when they are out or busy with other assignments. Any other duties as assigned by management.