Job Description

Job Description

Job Description

Position Summary:

The Business Administrator will provide essential administrative and operational support to the Chief Strategy Officer, Market Sector Senior Vice Presidents, and Market Vice Presidents. This position will produce reports, monitor and administer routine functions of operational management, and communicate deadlines and schedule updates under the direct supervision of the CSO. The position will also provide logistical support for meetings and other functions including planning, setup, and documentation.

Duties and Responsibilities:

• Provide administrative assistance to the Chief Strategy Officer (CSO) and the Strategy team.
  1. Assist the CSO with writing drafts of emails, memos, and preparing communications.
  2. Assist the CSO in the planning, tracking, monitoring, and reporting of financial and other business functions.
  3. Assist the CSO and the Strategy team in the development of strategic plans and the development and tracking of 90-day action plans.
  4. Participate in the conceptual development of business tools such as Business Analytic Dashboards (Qlik) and CRM systems (Hubspot), etc., and lead various aspects of implementation as assigned.
  5. Produce a variety of reporting elements such as spreadsheets, graphical images, plans, procedures, memoranda, letters, and presentations from rough drafts.
  6. Maintaining comprehensive and accurate records.
  7. Maintain strict confidentiality.
  8. Organize meetings, including scheduling, sending reminders, and organizing meeting logistics as necessary.
• Provide project administration assistance to the Strategy team.
  1. Prepare and maintain project specific documents such as correspondence, meeting minutes, reports, contracts, proposals, specifications, etc.
  2. Work with project managers and project teams to schedule meetings, develop agendas, and distribute meeting minutes.
  3. Responsible for working with project and team members to keep updated documentation of outstanding questions, project requirements, actions items, RFI’s, submittals, etc. up to date on a weekly basis. Work with project managers and team leads as needed to develop and update project task backlogs.
  4. Complete transmittal forms, secure office copy of all documents and transmit material to the client for contractor’s material requests. Contractor material requests will be reviewed by the engineer on the project.
  5. Ensure quality and uniformity of appearance of reports, specifications, etc. through detailed review.
  6. In coordination with the Project Administrator, ensure professional licenses, certificates, memberships, badges, and affiliations are current.
  7. Maintain on-line Vendor/Contractor Management service accounts.
  8. Perform general clerical duties to include but not limited to photocopying, faxing, filing, and phone use as necessary.
  9. Archive dormant project files along with project closeout.
• Other projects and responsibilities may be added at the company’s discretion.

Special Knowledge, skills and abilities:

• Strong organizational skills with the ability to manage multiple tasks and adjust schedules effectively. (Highly Preferred)
• Proficient in Microsoft Office Suite, especially Excel, and experience with project management software (e.g., Microsoft Project, Smartsheet, Salesforce, etc).
• Excellent communication and interpersonal skills to work effectively with cross-functional teams and external partners.
• Strong working knowledge of Office365, including SharePoint, Teams, Microsoft Word, Excel, PowerPoint, and Outlook.
• Must have excellent oral, written, and interpersonal communication skills.
• Must have the ability to balance multiple priorities and respond/produce quality work efficiently with short deadline actions in a fast-paced environment.
• Must possess a strong sense of ethics, discretion, and professional sophistication.
• Ability to communicate project status and issues to customers and leadership as they arise. May be responsible for taking direction from leadership and distributing information to team members, stakeholders, and leadership quickly and efficiently.
• Able to perform moderately complex detailed tasks with minimal assistance or guidance.
• Apply a constructive approach toward work activities and interactions.

Education and Experience:

• Bachelor's degree is desired.
• Experience with Microsoft Office, SharePoint and Teams is required.
• Experience with project management documentation and closeout procedures is desired.
• Experience with Hubspot or equivalent Client Relationship Management platform is desired.

License and Certification:

• N/A

Work Environment:

PEC values a healthy work environment, and we focus on working efficiently and collaboratively to ensure quality and productive work as well as quality time away from the office. The work environment is business casual, friendly, respectful, and team oriented with daily peer interactions regarding work progress, client needs and project-specific technical issues. We strive to create an enjoyable work environment with support and opportunities for positive career growth. Much of the work will be conducted within an office setting with frequent sitting, reaching and manipulation of objects, tools and/or controls. The position requires mobility. Duties involved require moving materials that weigh up to 10 pounds on a regular basis and up to 25 pounds on an occasional basis. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines. At times, bending, reaching, standing, and walking may be required.

Supervisory Responsibilities (if there are no supervisor responsibilities, put N/A) :

• N/A

PEC is an AA/EEO/Veteran/Disabled employer.

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