Construction Administrative Assistant

Bechtel Corporation; Kopalino; On-site; PLN 85,000 - 115,000; Full time

Job summary

Bechtel Corporation in Poland is seeking a Construction Administrative Assistant to provide full range of admin and reception tasks to support the jobsite and construction team. The role requires clear communication with senior management, clients, and guests, with strict confidentiality and strong organizational skills.

Responsibilities include coordinating site access, managing badges, arranging conference rooms, handling mail, phones, travel, and catering, and translating Polish to English as

Qualifications

• Bachelor's degree in administration or related field.
• Must be fluent in Polish and English (speaking, reading, and writing).
• Excellent written and verbal communication in English and Polish.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Experience in administrative and reception tasks.
• Experience coordinating events and large meetings.

Responsibilities

• Report first to Gdansk office then mobilize to site when GEO-Compound is expanded July time frame.
• Support administratively the entire Construction staff personnel and Bechtel Professional located at the Jobsite.
• Maintaining office supplies consumables.
• Inventory and re-order, re-stock in supply room.
• Support Site access and tracking of the site roster (Subs and Bechtel).
• Support the handling of badges for the office (issuing and collection of badges).
• Support presentation development and formatting.
• Conference room scheduling using Microsoft Outlook
• Manage Conference room bookings, cancellations and supporting employees with securing conference room for a meeting.
• Greeting all guests, clients, vendors, subcontractors and consortium members in reception, directing them to meeting rooms, and determining refreshment preferences.
• Ensure proper refreshment supplies are available along with ordering supplies as necessary.
• Coordinate catering requests, encompassing both set-up and post-event cleanup responsibilities.
• Order and organize food for meetings upon request.
• Escort guests as requested to various areas within the building and floors.
• Responsible for managing the incoming mail or packages delivered to the office and notifying recipient of delivery.
• Manage phone calls and taking appropriate action with messages or transfer of calls.
• Must be fluent in Polish and English (speaking, reading, and writing).
• Proficiency in MS Office software suite of programs (Word, Excel, PowerPoint, Outlook).

Skills

Polish language

English language

MS Office

Reception skills

Administrative support

Calendar management

Education

Bachelor's degree in administration or related field

Tools

MS Office suite

Outlook

Job description

• Relocation Authorized: None
• Telework Type: Full-Time Office/Project
• Work Location: Lubiatowo
• Salary Range: 85,300 - 115,200 PLN annually (salary range is based on market data; final salary offered is determined by education, experience, and qualifications of the applicant.

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report.

Project Overview

The Construction Administrative Assistant will provide full range of administrative and reception type tasks to support the efficient and smooth operation of jobsite and construction team. This position requires clear and effective communication with senior management, clients, coworkers and guests. Duties require a high degree of Confidentiality, accuracy, accountability, initiative, judgment, exceptional organizational skills, discretion, and knowledge of Bechtel's standard computerized systems. Proactively identifies issues, adapts to shifting priorities, and uses sound judgment to resolve them.

Job Summary

The Construction Administrative Assistant will provide full range of administrative and reception type tasks to support the efficient and smooth operation of jobsite and construction team. This position requires clear and effective communication with senior management, clients, coworkers and guests. Duties require a high degree of Confidentiality, accuracy, accountability, initiative, judgment, exceptional organizational skills, discretion, and knowledge of Bechtel's standard computerized systems. Proactively identifies issues, adapts to shifting priorities, and uses sound judgment to resolve them.

Major Responsibilities

• Report first to Gdansk office them mobilize to site when GEO-Compound is expanded July time frame.
• Support administratively the entire Construction staff personnel and Bechtel Professional located at the Jobsite.
• Maintaining office supplies consumables.
• Inventory and re-order, re-stock in supply room.
• Support Site access and tracking of the site roster (Subs and Bechtel).
• Support the handling of badges for the office (issuing and collection of badges).
• Support presentation development and formatting.
• Conference room scheduling using Microsoft Outlook
• Manage Conference room bookings, cancellations and supporting employees with securing conference room for a meeting.
• Greeting all guests, clients, vendors, subcontractors and consortium members in reception, directing them to meeting rooms, and determining refreshment preferences (i.e. Coffee, tea or water plus must deliver coffee, tea or water to our guests).
• Ensure proper refreshment supplies are available along with ordering supplies as necessary.
• Coordinate catering requests, encompassing both set-up and post-event cleanup responsibilities.
• Order and organize food for meetings upon request.
• Escort guests as requested to various areas within the building and floors.
• Responsible for managing the incoming mail or packages delivered to the office and notifying recipient of delivery.
• Manage phone calls and taking appropriate action with messages or transfer of calls.
• Must be fluent in Polish and English (speaking, reading, and writing).
• Proficiency in MS Office software suite of programs (Word, Excel, PowerPoint, Outlook).
• Ensure completion of usage vehicle logs
• Maintain Parking Lot Logs.
• Coordination of parking space calendar.

Education And Experience Requirements

• Bachelor's degree in administration or a related field from an accredited university or college (office administrative/secretarial experience) with experience, or in lieu of a degree be able to demonstrate, relevant work experience.

Required Knowledge And Skills

• Must be fluent in Polish and English (speaking, reading, and writing)
• Must be able to translate documents written in Polish into English.
• Must have excellent presentation skills.
• Excellent written and verbal communication skills in English and Polish, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment may be administered to determine proficiency.
• Proficiency in MS Office software suite of programs (Word, Excel, PowerPoint, Outlook) A skills assessment may be administered to determine proficiency.

Required Knowledge And Skills

• Experience in various phases of administrative and reception type request.
• Previous experience coordinating events and/or making arrangements for large meetings.
• Experience maintaining managers' calendar using Microsoft Outlook.
• Ability to establish collaborative and effective working relationships with internal and external stakeholders.
• Must be able to make decisions on matters that do not require management-level involvement.
• Must be able to independently anticipate problems, changing priorities and alert management in a timely manner.
• Ability to organize and prioritize administrative deliverables.
• Ability to interact professionally with individuals at all levels within the organization.
• Ability to work in a fast-paced environment, with the ability to multi-task and manage time appropriately to meet deadlines.
• Professional telephone practices.
• Experience arranging domestic and international travel.
• Demonstrated knowledge of filing systems and common office procedures
• Demonstrated oral and written communication skills in English and Polish languages.

Preferred Qualifications

• Concur Expense report processing software skills knowledge.
• Experience in Visa and Work Permits.
• Familiarity with government regulations and requirements.

Total Rewards/Benefits

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards

Diverse Teams Build The Extraordinary

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.

Our employees in Poland enjoy a competitive total rewards package that includes:

• (i) comprehensive medical insurance that includes national medical service with hospitalization coverage and international travel insurance
• (ii) group life insurance
• (iii) mental and physical health benefits such as a wellbeing program and Multisport Card
• (iv) partial reimbursement of corrective glasses
• (v) an employee referral bonus program
• Additionally, employees may receive discretionary bonuses on an annual basis.

Bechtel is committed to a non-discriminatory recruitment process. All job advertisements and titles are gender neutral. We do not ask candidates about their current or previous pay.

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to [e-mail]