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 detailed oriented, highly motivated Administrative Assistant to join our team in Rhode Island. This position will split time between our Woonsocket and Westerly projects. As an Administrative Assistant, you will be an important part of the project 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 assisting staff with support of projects. Applicant 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:

• Provide professional and efficient administrative support to our project managers, project teams and local leadership

• Assist with managing budget items

• Manage filing system (computer and hard files)

• With Project Manager, act as liaison w/client

• Act as project liaison with staff regarding company policies and procedures

• Coordinate project support and certain regional activities

• Scheduling/coordinate/ maintain subcontractor relationships

• 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

• 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

• Perform document management support to the team which includes maintaining SharePoint and MS Teams sites, ensuring team is following document management protocol and supporting the team with uploading and sharing of files

• Work within out Computerized Maintenance Management System to assign and close out work orders, run reports, and update/maintain assets

• Procurement and Accounts Payable

• Create Purchase Requisitions

• Prepare Ariba registration forms including HSE Approvals

• Work in concert with Buyer

• Attend monthly project/Buyer calls

• Maintain:

• Phone/contact lists

• Project Information Lists

• Safety:

• Work with project team 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 on the monthly Admin Call

• Onboarding

• Assist with creating requisitions

• Assist with onboarding new employee

• Welcome new employee 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 to develop 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.

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 Operations Management projects, together.

#omfs #bia #ourjacobs

• High school diploma or equivalent required

• Proficient filing and numbering skills

• Proficient in the use 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

Ideally, You’ll Also Have:

• Bachelor’s degree

• 5 plus years of increasingly responsible administrative support experience

• Experience working in a 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 locally to perform all the required duties of the role

Working Conditions & Physical Requirements:

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. Due to the nature of the job passing a Pre-employment physical is required to ensure candidates for this position are physically and functionally fit to perform the essential physical work functions of this safety sensitive position without posing a direct threat to the health or safety of themselves or others.

The physical and environmental demands required to perform the essential duties of this position include standing, walking, sitting, coordination, balance and agility demands, which may include the ability to stoop, kneel, squat, grasp, reach, perform repetitive hand movements. Additional demands may involve a specific level of dexterity, grip strength, climbing and cardiorespiratory demands. The work areas may be indoor, outdoor, have loud noise, active machinery, high pressure fluid systems, electrical equipment, confined spaces, heights and depths, fumes, air borne particles, noxious gases, and chemicals. The use of appropriate safety equipment will be mandatory in these areas to prevent hazardous contact.

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.