Office management, including:
- Managing main reception desk – greeting visitors and directing them as needed
- Maintaining a clean and efficient office environment, including kitchen and boardroom areas through effective management of the office cleaning subcontractor.
- Maintaining and tracking office supply inventory and unpacking supplies including computer equipment, furniture, printers
- Scanning, copying, and distributing correspondence or other printed materials
- Office desk / computer set up, stationary supplies.
- Administration of site security access keys
- Meeting rooms administration and bookings
- Proofreading and formatting presentation materials, as may be required
Management team support, including:
- Supporting project team travel bookings and expense submissions
- Being the main point of contact for USEP office
- Work closely with Kiewit District EAs and Alliance partner EA’s and assist the project management in coordinating meetings
- Working closely with the project HR and management team and assisting them in various administrative tasks, as may be required
- Assist with special projects, as may be required
- Other administrative tasks, as may be required
Meetings and events coordination, including:
- Assisting with scheduling conference room bookings and conference room booking conflicts and auditing on a monthly basis
- Arranging for dining reservations as well as receiving and setting up catering for team members’ internal and/or external business meetings
- Support coordinating team socials and local events as required
- Setting up AV requirements for any project wide and onsite executive presentations
- Being proactive in offering support with presentation set up, virtual meetings, external guest support
- Manage team travel schedule, booking, cancelling, and rescheduling travel accommodations
- Coordinating logistics for all conference dinners, events and meetings
Expense management, including:
- Expense management, tracking and submission of office expenses and executive team members’ expenses
- Coding and submitting office/corporate invoices
- Creating and submitting project purchasing orders, as applicable
- Tracking specific project invoices
- Following up with Accounts Payable to ensure payment is completed in a timely manner
- Reconciling invoices within internal systems
