Administrative Assistant - Project Management

Itac; Chester (VA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health Insurance

401k & ESOP

Life Insurance

Short & Long-Term Disability

Paid Time Off

Paid Holidays

Employee Assistance Program

Tuition Reimbursement

Professional Development

Wellness Program

Safety Incentive Program

24/7 Chaplain Care

Job summary

ITAC is seeking an Administrative Assistant to support office operations, document control, and project administration from our Chester, VA area offices. You will organize files, coordinate travel, assist department managers, and help ensure project documentation and proposals meet company standards.

The role requires strong MS Office skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. ITAC offers ESOP/benefits and a collaborative team culture.

Qualifications

• High School diploma required; associate degree preferred.
• Experience as an Administrative Assistant, preferably in a project management setting.
• Strong knowledge of project management principles and practices.
• Proficient in MS Office Suite and document formatting.
• Excellent organizational and written/verbal communication skills.

Responsibilities

• Day to day office support.
• Create new files (physical and electronic).
• Arrange travel for employees.
• Coordinate client/vendor visits and meals.
• Assist with expense reports and card coding.
• Ensure projects meet ITAC policies and procedures.
• Support proposal development, setup, and document issuance.
• Format documents to brand standards.
• Support CRM data input and upkeep.
• Assist with project accounting tasks and reviewing POs.

Skills

MS Office Suite

Strong communication skills

Organization & multitasking

Proactive attitude

Project management software

Education

High School degree

Associate's degree in related field

Tools

SharePoint

Procore

Servers

Job description

ITAC serves Process & Industrial clients with integrated engineering and construction services for complex capital projects. We also offer specialty services including power systems services and products, custom machine fabrication, and fall protection services and equipment. Founded in 1988 on a dream and a $5K loan, ITAC is a true success story. From humble beginnings to an ENR-Ranked Top Design Firm with a nationwide footprint and over 450 employees operating from 6 offices in Virginia, North Carolina and South Carolina, we provide Fortune 500 companies with innovative design-build solutions. We specialize in power generation & utilities, chemicals, food & beverage, forest products, advanced manufacturing, and minerals & metals.

ITAC’s purpose is to make life better. For our employees, this means providing them with the resources and flexibility they need to have both a rewarding career and a fulfilling family life. ITAC is 100% employee-owned. Through our Employee Stock Ownership Plan (ESOP) and Direct Stock Ownership, every team member has the unique opportunity to be an owner who shares in the company’s growth and earnings. We offer our team a comprehensive benefits package and numerous employee incentives. Rooted in love, we serve and care for our employees like family.

We hire passionate and motivated people with an innovative mindset and the desire to grow. If the thought of challenging, fast-paced projects excites you, then you’ve come to the right place. At ITAC, you’ll be part of a collaborative team that works hard to make life better. For more information, visit itac.us.com.

The Administrative Assistant is expected to apply accepted documents control, business, project, administrative, and human resource procedures. Some tasks will have clear and specified objectives, and some work will be self-directed. The Administrative Assistant will be required to review the details of each completed task to ensure that his/her work is error-free. Tasks assigned may vary as needed for assigned operating unit/department.

The administrative assistant must be able to work well with others. Overtime is sometimes required to meet position objectives.

Additional responsibilities may include, but are not limited to the following:

Office/Project Support

• Day to day office support
• Create new files (physical and electronic as needed)
• Travel arrangements for employees
• Organize and coordinate client/vendor visits and lunches
• Support department managers with expense reports and credit card coding requirements.
• Support departments to ensure jobs or project execution meets ITAC policy and procedure standards.
• Support the development of proposals by assisting with setup, combining documents, and issuance.
• Format documents (Word, Excel, PowerPoint, etc.) to align with brand standards
• Support CRM efforts and data input and upkeep
• Provide project accounting support, such as:
  • Assist with job set up, ensuring completeness and accuracy. This includes entering job estimates into the accounting system as well as reviewing client purchase orders.
  • Assist with evaluation of project and department profitability
• Lead project and department initiatives
• Other administrative support, such as:
  • Golf tournament and sponsorship registrations
  • Community organization member registration and renewal
  • Priority list management
• High School degree required, Associate's degree in a related field preferred
• Experience as an Administrative Assistant, preferably in a project management setting
• Strong knowledge of project management principles and practices
• Proficient in using project management software and tools
• Proficiency in MS Office Suite (Excel, PowerPoint, Word)
• Excellent organizational skills with a strong attention to detail
• Ability to manage multiple priorities and adapt to changing demands
• Strong written and verbal communication skills
• A proactive attitude and willingness to take initiative

Document Control Support

• Assist project managers with controlling project documents. This includes drawings and specifications issued for review, approval, bid, construction, and/or POs, COs, contracts, etc.
• Implement document control procedures to control documentation flow through ITAC.
• File project documents in SharePoint, Procore, servers
• Maintain files in ITAC’s Standard Documents SharePoint folder.
• Knowledge of printing and copying systems
• Ensure proper filing and storage of documents on projects.

From internships to seasoned professionals, our growing company provides career opportunities for all levels of experience. We offer our team a comprehensive benefits package and numerous employee incentives. For life’s challenges, we also provide our employees and their immediate families with certified chaplains for around-the-clock encouragement and support. Rooted in love, we serve and care for our employees like family. ITAC provides benefits such as

• Health, Vision, and Dental Insurance
• 401k & ESOP
• Life Insurance
• Short & Long-Term Disability
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Tuition Reimbursement
• Professional Development
• Wellness Program
• Safety Incentive Program
• 24/7 Chaplain Care