Sr. Admin Assistant - Eastern District

District Overview

Kiewit’s Eastern District specializes in challenging heavy civil construction projects throughout the Northeast, including the metropolitan areas of New York, Chicago, Boston, and Washington DC.  We are leaders in bridge, transit, foundation, tunnel, and water/wastewater construction while specializing in cast-in-place concrete, structural steel erection, earthwork, pile driving, and caissons. Kiewit’s Eastern District also has a large amount of work in the energy/power sector in various northeast locations. With our experienced and dedicated employees, extensive resources and in-depth market knowledge, the Eastern District can handle projects of any size.  

Location

This position is based out of Woodcliff Lake, New Jersey.

Responsibilities

•    Coordinate schedules, travel arrangements and expenses.
•    Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals.
•    Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
•    Assist with presentation preparation.
•    Prepare outgoing mail and correspondence, including e-mails and faxes.
•    Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
•    Maintain list of employees’ birthdays and send out e-mail birthday cards.
•    Investigate and visit local hotels as possible meeting sites for incoming guests, and make recommendations.
•    Provide reception support when required 
•    Participate in the Fire Safety committee 
•    Demonstrates understanding of the accounts payable process workflow and is able troubleshoot payment or vendor issues
•    Performs weekly payroll verification
•    Understands the payroll and HR process workflows
•    Masters the systems used to properly hire, transfer, terminate, and pay all employees 
•    Performs basic clerical functions such as filing, copying, and data entry 
•    Manage assigned workflows to ensure timely processing of vendor invoices
•    Process a high volume of invoices with accuracy
•    Perform three-way-match reconciliation of purchase order to goods receipt to invoice
.

Qualifications

•    5+ years of office management or senior level administrative services experience preferred.
•    Proven abilities around
•    Supply management and inventory control
•    Organizational skills
•    Tracking budget expenses
•    Developing standards
•    Promoting process improvement
•    Reporting skills
•    Attention to detail
•    Must be highly proficient in Microsoft Word and Excel
•    Excellent customer service skills and attitude
•    Professional phone manner