Administrative Assistant II

KBH Industrial; Washington (District of Columbia); On-site; USD 23,000 - 37,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Paid parental leave

401(k) program

Perks for work-life balance

Job summary

KBH Industrial seeks an experienced administrative professional to support management and staff with confidential, day-to-day tasks in a contract environment in Washington, DC area.

The role covers travel coordination, reporting, onboarding, and office management, requiring strong organizational skills, discretion, and proficiency with Microsoft Office.

Qualifications

• Requires high school diploma or GED with at least four years of progressive admin experience.
• Proficient in Microsoft Office and information management tools.
• Strong organizational, planning and time-management abilities.
• Ability to handle confidential information with discretion.

Responsibilities

• Maintain documents per recordkeeping requirements.
• Prepare travel authorization and coordinate travel arrangements.
• Onboard new department staff and prepare personnel records.
• Generate reports and prepare confidential presentations for senior management.
• Provide office management and administrative support for the department.
• Direct inquiries to appropriate staff in a timely, professional manner.
• Maintain office supplies and coordinate facility needs.
• Serve as department SME for AR system and manage related tasks.

Skills

Confidentiality

MS Office

Organization

Time management

Communication

Problem solving

Independence

Attention to detail

Interpersonal skills

Education

High school diploma or GED

Tools

MS Office suite

Job description

About Us

KBH | Richland, WA | Contract

KBH Industrial is a trusted resource for utilities and channel partners across the energy and industrial sectors, providing project management, project controls, senior consulting, and specialized technical support. Founded on the principle of people-first, honesty, collaboration and safety, KBH places skilled professionals in critical individual roles, working side by side with client teams to deliver deep expertise and dependable results.

Job Summary

Under minimal supervision, perform advanced, diversified and confidential administrative duties. Provide day-to-day administrative support. Perform administrative activities on behalf of management which will include interacting with staff in the organization and with other staff. Perform secretarial and administrative duties in support of normal/department functions including word processing, record keeping and filing, arranging meetings, answering telephones, directing visitors and scheduling activities.

Principal Accountabilities

• Maintain documents in accordance with recordkeeping requirements.
• Prepare travel authorization/expense forms and coordinate travel arrangements in accordance with travel procedures.
• Monitor all department personnel qualifications to ensure qualifications are properly maintained.
• Facilitate new department staff on-boarding (e.g. supplies, equipment, office orientation), schedule performance appraisals, and prepare personnel-related paperwork/records (e.g. SSIS, ERCS).
• Prepare various reports, correspondence, and presentations often of a confidential nature and for key audiences including senior management and the board.
• Provide office management and administrative support for the department.
• Receive and direct in-person and telephone inquiries, including the must-answer line, to appropriate staff in a timely and professional manner, answering all questions as able as a first point of contact.
• Distribute department mail and faxes daily, monitoring items of a sensitive nature (e.g. Department of Labor allegations) and alerting appropriate staff in a timely manner.
• Maintain office supply inventory and place special orders within budget or as approved.
• Coordinate department facility and equipment needs (e.g. office furniture, printers, work orders).
• Serve as department subject matter expert for AR system.
• Generate ARs, prepare weekly reports and track all actions to timely closure.
• Coordinate dispositioning of AR-CF CRs.
• Design and maintain the CF Corporate SharePoint site.
• Initiate contract requisitions and changes.
• Coordinate annual funding of all CF contracts.
• Serve as credit card custodian.
• Reconcile monthly billing.
• Register staff for training.
• Other duties as assigned.

Skills and Experience

• Ability to handle sensitive and confidential information professionally and with discretion.
• Proficient in the use of Microsoft (i.e., Word, Excel, PowerPoint, Outlook, Access).
• Must have strong administrative, organizational, planning, and time management skills.
• Ability to handle complex projects.
• Ability to work under pressure and tight schedules.
• Perform work with minimal supervision.
• Must be detail oriented.
• Ability to be creative and participate as a valued team member.
• Able to solve problems, exercise good judgment, and make good decisions.
• Have effective communication skills, both oral and written.
• Must have the ability to take initiative and act independently.
• Good interpersonal skills.
• Ability to effectively interface with management/staff of various organizations and the senior management team.

Required Education and Experience

• Requires a high school diploma or GED with a minimum of four years of progressive administrative experience, including leadership responsibilities and independent decision-making authority.
• Record of professional development to enhance the skills and knowledge for responsibilities assigned e.g., courses taken related to job enhancement or career growth).
• Ability to prepare documents utilizing Microsoft Office programs, and the Client's information management tools (Word, Excel, PowerPoint, and Action Tracking).
• Knowledge of general-to advanced office management techniques including but not limited to spelling, grammar, punctuation, and use of standard office equipment.
• Proper professional office etiquette.

Additional Information

• U.S. Citizenship Required: Yes
• Schedule: 5 days x 8 hours
• Schedule Description: Mon-Fri
• Remote work: No
• Per Diem: No
• Mob/Demob: No
• Expenses Eligible: No
• Being \"On Call\" required for role: No
• Badge Level: Green Badge Level 1
• Certificates Required: No
• The expected pay rate for this position ranges from $17.33 to $27.57/hour. Pay offers are based on a wide range of factors including relevant skills, training, experience, education, market factors, and where applicable, licensure or certifications obtained.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Paid parental leave
• 401(k) program
• Other employee perks to support your health, financial security, and work-life balance.