Administrative Assistant - 065

U.S. Facilities, Inc., a consolidated building maintenance services company, is currently accepting resumes for the position of Administrative Assistant. Do you want to be a part of a team that values strong work ethic, have a flexible work schedule, and meet interesting people? The Administrative Assistant for Transportation & Infrastructure located in the Richmond, VA area will provide comprehensive administrative support to the department, ensuring efficient operations and assisting with various projects and tasks. This role requires a highly organized, detail-oriented individual with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment.

Administrative Support:

• Manage and maintain department schedules, including meetings, appointments, and travel arrangements.
• Prepare, edit, and distribute correspondence, reports, memos, and other documents.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Organize and maintain electronic filing systems.
• Coordinate with other administrative staff to ensure smooth departmental operations.

Project Coordination:

• Assist in the coordination and tracking of transportation and infrastructure projects.
• Maintain project documentation, including contracts, schedules, and progress reports.
• Maintain project reports, business contact lists.
• Set up new company vendors, including employees.
• Document and facilitate inter-departmental communications regarding Accidents, Claims, or Incidents.
• Support facility badging process for personnel.
• Work with Facility Manager and Program Managers to research the needed information for FOIA (Freedom of Information Act) inquiries as assigned.
• Assist with new or existing employee access/credentialing system.
• Assist with weekly report collection.
• Update facility telephone contact lists.
• Ensure new hires complete badge forms and attach background clearance information. Route badging documents for signatures and processing. Upon receipt of activated badges notify and convey badges to recipients.
• Process invoices, purchase orders, and expense reimbursements.
• Collaborate with Accounts Payable and vendors to ensure accurate and timely processing of payments.

Qualifications:

• Education:
• High school diploma or equivalent.
• Experience:
• Minimum of 2 years of experience in an administrative support role, preferably within a transportation, infrastructure, or engineering environment.
• Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle multiple tasks and projects simultaneously with attention to detail.
• Familiarity with project management and data analysis tools is a plus.

NOTE: This position is designated as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Contract Management will determine when essential positions are required. Valid driver's license is required. DMV records check is required. Fingerprint-based Criminal History Records Check is required.

U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.

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