Administrative Assistant II, Parsons Brinckerhoff - Chicago, IL

Administrative Assistant II
Parsons Brinckerhoff - Chicago, IL

WSP and Parsons Brinckerhoff have combined and are now one of the world’s leading engineering professional services consulting firms. Together we provide services to transform the built environment and restore the natural environment, and our expertise ranges from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transport networks, and from developing the energy sources of the future to enabling new ways of extracting essential resources. We have approximately 31,500 employees, including engineers, technicians, scientists, architects, planners, surveyors, program and construction management professionals, and various environmental experts. We are based in more than 500 offices across 39 countries worldwide. www.wspgroup.com ; www.pbworld.com Parsons Brinckerhoff is seeking an Administrative Assistant / Accounting Clerk to work on the O’Hare Modernization Program at O’Hare International Airport in Chicago, IL. The position will support the Project Manager, Project Accountant and Project Controls Department in the day-to-day operation of running a multi-million dollar public works project. The position is responsible for providing a wide variety of general administrative support and as well as specific project assistance when necessary. The candidate must be flexible, highly motivated, a self-starter, and able to see tasks through completion. The position requires having a great attitude and the ability to work as a team is essential. The assignment is presently budgeted through the 2015 calendar year only, but may offer possibilities beyond. MAJOR DUTIES:  Review and process weekly timesheets and payroll Responsible for invoice review, coding and tracking for accounts payable Manage vehicle fleet of approximately 40, schedule maintenance, track related costs, coordinate renewals for all licenses and permits Mobile device management for a staff of approximately 60 Maintain office supply inventory, procure and order supplies as needed Coordinate office and project meetings, including reserving conference rooms and catering orders as needed Maintain project files and documentation Type and distribute project related documents, presentations, etc. Manage and maintain shared office equipment, including laptops, projector and set-up assistance as needed Assist with iPad set ups and training, if required or requested Coordinate a variety of employee activities such as name plates, business cards, computer requests, computer log in permissions, etc. Assist Project Manager with the following kinds of items: Drafting and editing memorandums Creating and filling Excel spreadsheets Sorting and organizing existing program files Updating and organizing processes and procedures Gathering historical data from within the Program and organizing data into usable formats Other duties as assigned Job Requirements Job Requirements:  Must have a minimum of five (5) years administrative experience, to go along with excellent organizational, interpersonal and communication skills. Must be proficient in Word, Excel and Power Point, with an emphasis on creating Excel spreadsheets and formatting Word documents. Experience in construction / engineering and understanding of related terminology is a definite plus. Must be open minded, able to take direction, and possess initiative. The ability to work within the United States immediately is required. Education:  High school diploma is required; bachelor degree or advanced degree in business preferred. Parsons Brinckerhoff is an equal opportunity employer (EOE minorities/females/protected veterans/disabled)  Parsons Brinckerhoff - 1 day ago - save job » View or apply to job