Administrative Assistant Job at APTIM Corp.
Administrative Assistant - this is position is contingent based on award of proposal
Roles & Responsibilities:
- Read and analyze incomingmemos, letters, and reports todetermine their significance anddistribute them appropriately.
- Create and maintain projectinformation in the projectmanagement system; createsubcontracts, purchase orders,change orders, and theirrespective attachments; andgenerate transmittals per the
- Project Manager s request forplans and specifications and payrequests.
- Correspond on routine inquirieswith subcontractors and vendorsat the beginning and throughout aproject's duration.
- Enter and maintain client andprospect data in an automatedsystem.
- Generate and edit contract-based\documents through contractnegotiations to produce finaldocuments.
- Answer and direct phone calls ortake messages for appropriateparties.
- Prepare agendas for meetingsand make arrangements, such ascoordinating catering for thecommittee luncheons and othermeetings.
- Perform general administrativeduties such as but not limited to;filing, photocopying, taking anddistributing meeting minutes,managing schedules,coordinating travel arrangements,scheduling appointments withinternal and external parties,providing back up to switchboard,ordering supplies, sorting anddistributing correspondence, andmaintaining database records.
Requirements:
- Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files
and records and other office procedures at a proficient level. - Proficient in MS Office, basic knowledge, and ability to learn project management software and other related programs and systems.
- Must have excellent verbal and written communication skills. Fluent in both English and Spanish Languages preferred but not required.
Other Details:
Under Section 3 of the HUD Act of 1968, additional preference will be given to Section 3 residents in the Puerto Rico area who meet the requirements of this position.
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