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[Administration Manager] Administrative Assistant Needed

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InnoTech is hiring for a variety of positions around the country. We offer competitive compensation and benefits, and we are looking for qualified professionals to join our team. This position is not the only position available. Please feel free to forward professional resumes for consideration across our fleet of projects.

The best way to be submitted for this or other positions is to send your resume to itcresumes@innotechconstruction.com. With any questions please reach out at 561-764-6105.

Role Overview
The Administrative Assistant position works independently to provide administrative and secretarial support of a responsible and confidential nature to help ensure the smooth functioning of a project team. Duties require accuracy, judgment, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. To be successful, this role must anticipate changing priorities and project needs.

Job duties and responsibilities may include, but are not limited to:
Coordinate Design Review schedule with Engineering and client counterparts.
Maintain correspondence and related reference files as required by project procedures.
Review the accuracy and format of outgoing documents.
Review and distribute incoming hard copy and electronic mail. Forward as appropriate to department leads and follow up to confirm action has been taken.
May be responsible for the handling and filing of confidential personnel files.
Schedule meetings using Outlook and reserve conference rooms.
Order catering for meetings and confirm that after meeting the conference room is ready for the next meeting.
Coordinate and organize meetings (on and off-site), including conference calls and video conferences, equipment, and catering. This will include the preparation and distribution of meeting notices, agendas, information packets, and meeting minutes.
Assist with planning and organizing social outings or project functions for the project.
Independently maintain a hard copy or electronic calendar for the project team.
Make travel arrangements for ground, air, and lodging for project personnel, visitors, or customers.
Complete travel expense reports using the Concur system.
Arrange for Special Couriers (FedEx/UPS/DHL/etc.).
Order and maintain office supplies. Prepare electronic expense report for reimbursement.
Provide timecard input or proxy for the project manager and/or team, as required.
Prepare and proofread standard forms, correspondence, and reports.
Assemble, copy, and distribute documentation packages.
May coordinate project seating requirements.
Work closely with IS&T to assure that employees have access to computers and shared drives.
Work closely with O&AS, IS&T, and HR to coordinate employee services needs for on-boarding and off-boarding of employees.
Scan and enter documents into an electronic document management system. Verify the information is accurate and legible. Provide reports of information contained within the electronic document management system.
Adhere to all safety and security processes and procedures.
Perform other duties as assigned.

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