Job Summary
This role is the first impression of Säzän Group. As such, the Administrative Assistant will communicate professionalism, warmth, and direction to all callers, visitors, and staff. This role will perform general clerical duties in accordance with company procedures and will assist in routine administrative duties and project support.
The Administrative Assistant should anticipate what is needed before it is needed and should be prepared to respond to whatever is happening in the office on any given day. While routines and structure are integral to this position, the Administrative Assistant must be flexible, adaptable, and able to move between multiple tasks and priorities, all while maintaining a calm demeanor. Punctuality, reliability, attention to detail, time management, and sound judgment are all expectations of the administrative assistant.
General Responsibilities
Administrative
· Receive and direct incoming calls to the requested or appropriate party.
· Receive and direct visitors, clients, and applicants to an appropriate party.
· Open and close both the office, kitchen, and front desk for business.
· Maintain conference room for meetings and manage conference room schedule.
· Perform general clerical duties such as typing, filing, and database updates as needed.
· Prepare outgoing deliveries through UPS, couriers, USPS, and/or FedEx as required.
· Receive, log-in, and route incoming mail and package deliveries as needed.
· Organize/facilitate Lunch and Learn events (schedule, coordinate invitations, provide headcounts to vendors, assist with setup, and clean up after).
· Coordinate hospitality arrangements for meetings, training sessions, and other activities as needed.
· Download camera photos to appropriate project folders and recharge camera batteries.
· Maintain cleanliness and restock/reorder supplies for work rooms, conference room, kitchen, and office.
· Prepare correspondence (letters, memos, transmittals) using company document templates.
· Send and receive faxes.
· Copy and scan documents as requested.
· Label and file project documents, codes, and catalogs.
· Maintain good working order of all printers and office machines, including scheduling service visits and periodic maintenance.
· Maintain office vacation calendar in MS Outlook.
· Support employee onboarding and departure tasks as needed by updating phone lists, seating charts, and voice message greetings.
Project Assistance
· Support engineers, designers, and marketing staff on a variety of tasks, as requested.
· Provide full project life cycle administration.
· Coordinate as necessary with Marketing to ensure project proposals are accurate and thorough.
· Assist team leaders and project managers with initial project planning and scheduling and build and maintain appropriate project tracking mechanisms (calendars, spreadsheets, etc.); create to-do lists and calendar reminders for team members from the Project Planning meeting through Quality Control.
· Log Requests for Information and Submittals and establish necessary reminders.
· Set up conference rooms for meetings as needed.
· Ensure attendance at scheduled meetings and take minutes.
· Serve as a communications hub for projects, especially to alleviate e-mail volumes placed on the team leaders and project managers.
· Enter and update project manpower projections in Deltek and spreadsheets.
· Provide regular reporting on project budgets and financial performance
· Create project presentations and other supporting materials.
· Oversee and/or coordinate physical and electronic file maintenance.
· Take other measures necessary to ensure timely project progress and quality control.
· Assess project, team, and organizational process flows and communications, and recommend positive changes.
· Assist with maintenance and expansion of the training library.
· Coordinate proper orientation of new staff and team members.
· Track engineering licenses, certificates, and participation in trainings, seminars, lunch and learns; work with Marketing to enter this information into Deltek.
Qualifications
Education and Experience
· High School Diploma required, Associate’s Degree preferred.
· Administrative experience, with one or more years in a front desk reception environment. Experience in project administration is a plus.
· Demonstration of excellent verbal and written organizational and communication skills.
· Computer proficiency, with experience in Microsoft Office suite.
· Technological proficiency, with experience operating a multiline switchboard, printers, and copy machines.
Necessary Abilities
Under limited supervision, work independently on a variety of projects as assigned, while maintaining excellent reception and a professional composure with callers, visitors, and staff. Present a can-do, customer service mindset. Perform routine office and project support administrative assignments, requested by a variety of individuals. Utilize skills in multitasking and administrative competence to complete duties on time. Should be able to perform basic upkeep activities (sweeping, loading dishwasher, restocking food & drinks, etc.) and lift up to 50 pounds on occasion.
Salary Range
Onsite in Tempe, AZ office Mondays, Wednesdays, and Fridays, 24 hours per week.
$25.00-$30.00 per hour depending on the individual’s experience and skillset.
Please send your resume to our recruiting team at careers@sazan.com to apply.
Job duties listed are not intended to encompass full scope of position. Employee will be expected to perform other job-related duties as required. Company reserves the right to add to or revise an employee’s position scope at any time.
Sazan Group is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. Sazan Group participates in E-Verify. VEVRAA Federal Contractor.