Administrative Assistant - Quincy, WA

Jacobs; Quincy (WA); On-site; USD 34,000 - 46,800; Full time

Job summary

Jacobs in Quincy, WA is seeking a detail oriented Administrative Assistant to support project teams, manage calendars, travel, and document control. You will greet visitors, answer calls, coordinate meetings, process expenses in Concur, and maintain SharePoint along with filing systems.

The role requires strong communication, proficiency with Microsoft Office, and the ability to handle confidential information.

Qualifications

• Proficient in Microsoft Office Suite for administrative tasks.
• Strong written and verbal communication skills.
• Proven ability to organize, document and prioritize workload.
• Experience handling confidential information with discretion.
• Ability to travel locally as required for the role.

Responsibilities

• Answer incoming phone calls and greet visitors.
• Maintain an orderly, safe office environment.
• Provide administrative support to project managers and teams.
• Assist with budget items and expense reporting in Concur.
• Manage filing systems and project documentation in SharePoint.
• Coordinate calendars, travel, and meeting logistics.
• Create and process purchase requisitions and Ariba forms.
• Attend monthly project/buyer calls and maintain contact lists.
• Support onboarding of new employees and onboarding processes.
• Prepare reports and presentations; assist with data compilation.

Skills

MS Office Proficiency

Communication skills

Organizational skills

Detail oriented

Travel ability

Education

High school diploma

Bachelor’s degree preferred

Tools

Concur

SharePoint

Ariba

OP10

Job description

At Jacobs, we're challenging today to reinvent tomorrow by solving the world’s most critical problems for thriving cities, resilient environments, mission‑critical outcomes, operational advancement, scientific discovery and cutting‑edge manufacturing, turning abstract ideas into realities that transform the world for good.

Jacobs is seeking a detail oriented, highly motivated Administrative Assistant to join our team in Quincy, WA. 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. The 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

• Answer incoming phone calls and greet visitors
• Maintain office environment to be clean, orderly, and free from any safety concerns
• Provide professional and efficient administrative support to our project managers, project teams, and local leadership
• Assist (if applicable) 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
• 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 which includes maintaining SharePoint, ensuring team is following document management protocol and supporting the team with uploading and sharing of files
• 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
• Maintain Project Information Lists
• Maintain Safety
• Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.
• Be familiar with ionCity
• 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

Here’s what you’ll need

• Proficient filing and numbering skills
• Proficient in the use common office software (including Microsoft Office Suite to accomplish administrative work
• Proven written, typing and verbal communication skills
• Valid driver’s license with no major infractions

Ideally, You’ll Also Have

• High school diploma or equivalent preferred
• 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

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.

Our health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Employees have access to medical, dental, vision and basic life insurance, 401(k) plan, paid time off (allocated plans start date 17 days per calendar year), seven paid holidays, and caregiver leave and the ability to purchase company stock at a discount as well as legally mandated benefits.

The base salary range for this position is $34,000.00 to $46,800.00; though will be paid hourly based on hours worked. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.