Administrative Specialist

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you'll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people. Jacobs is seeking a detail-oriented, highly motivated Area Administrative Professional to join our South-Central Region. This role primarily supports Oklahoma City, OK and Baton Rouge, LA, but may also support other projects throughout the region. As an Area Administrative Professional, you'll be an important part of the team as you assist with a variety of tasks and represent the firm to our clients over the phone, email and face-to-face, as well as supporting staff and project teams. Applicants must be personable, organized, and professional and maintain a strict level of confidentiality. We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination experience and the ability to establish effective working relationships with multiple teams and departments. Essential duties and responsibilities: * Maintain environment to be clean, orderly, and free from any safety concerns * Provide support to other administrative professionals in your region. * Assist with project startups and closeouts when applicable * Set up and facilitate calls with managers and administrative support staff * Provide professional and efficient administrative support to our project managers, project teams and local leadership * Become familiar with project toolkits and work with projects as needed for support * Assist (if applicable) with managing budget items * Manage filing systems (electronic and hard-copy files) * With Project Manager(s), act as liaison with clients * Act as project liaison with staff regarding company policies and procedures * Coordinate project support and certain regional activities * Work in Concur system to create expense reports and reconcile project expenses * Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations * Perform document management support to the team including maintaining SharePoint, ensuring adherence to document management protocols, and supporting the upload and sharing of files. * Manage vendor records and Ariba profiles by maintaining current and compliant documentation, HSE requirements, and expiration dates; partner with the Safety Professional to monitor compliance and ensure timely submission of required updates. * Procurement and Accounts Payable * Create Purchase Requisitions * Prepare Ariba registration forms including HSE Approvals * Work in concert with Buyer * Attend monthly project/Buyer calls for your projects * Timekeeping: * Assist projects as needed with labor corrections * Maintain: * Phone/contact lists * Project Information Lists * Safety: * Work with project teams to create/maintain AHAs, SOPs, UPCPs, etc. * Be familiar with ionCity * Team Cash * Understand the program and help other staff members to understand * Support all project staff with various administrative tasks, for example: * Create equipment lists * Enter data into OP10 (if applicable) * Attend and participate in the monthly Admin Call * Onboarding * Assist with creating requisitions * Assist with onboarding new employees * Welcome new employees and be liaison to answer questions and guide through the onboarding process * Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary * Prepare and edit reports, presentations, and compile data for analysis * Coordinate between support, office and field staff * Work with and maintain confidential and sensitive information * Assist in developing effective PowerPoint presentations for meetings and conferences * Perform various office management tasks, including completing expense reports, as well as special projects as assigned * Establish and/or maintain systems related to filing, time reporting and training hours * Support the full implementation of company practices, policies and procedures. * Travel will be required approximately 25% of the time, but not on a regular basis. * Obtain Notary License (if necessary) **This is a hybrid position, working from home and traveling to project locations with an estimated 25% travel to project locations. Bring your team-focus, adaptability, and commitment to excellence, and we'll help you grow what drives you - and deliver the world's most challenging projects, together. #omfs #ourjacobs #challengeaccepted - Proficient filing and numbering skills - Proficient in the use of common office software (including Microsoft Office and Excel) to accomplish administrative work - Proven written, typing and verbal communication skills - Valid driver's license with no major infractions - Ability to travel at least 25% Ideally, You'll Also Have - High school diploma or equivalent required - 5 plus years of increasingly responsible administrative support experience - Experience working in human relations, accounting and public utilities operations environment. - Advanced or specialized training in administrative support - Proven self-starter, proactive, ability to plan, prioritize and organize workload - Demonstrated organizational skills and ability to pay close attention to details - Proven high level of professionalism, confidentiality, diplomacy and strong customer service skills - Ability to travel to perform all the required duties of the role Working Conditions Safety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services. Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.