Project Office Administrator

Matrix Service - Emporia, VA

Full-time - Entry Level

Emporia, VA

Warehousing and Storage

About the position

The Project Office Administrator is responsible for various administrative functions, supporting site project management, various functional departments and general administrative support. This role involves actively supporting the Company's commitment to safety and its "Core Values," representing the Company with high moral standards, and adhering to the Company's "Code of Business Conduct and Ethics." The administrator will work closely with Project Management, Human Resources, Recruiting, and HSE departments to coordinate onboarding orientation for craft and staff, assist with scheduling, training, and compliance, and ensure that new hire documentation is completed and organized in a timely manner. Additionally, the role includes coordinating project meetings, training, luncheons, and supporting project file storage and retention.

Responsibilities

• Actively support the Company's commitment to safety and its 'Core Values.'
• Represent the Company at all times with high moral standards while adhering to the Company's 'Code of Business Conduct and Ethics.'
• Work with Project Management, Human Resources, Recruiting and HSE departments in coordinating craft and staff onboarding orientation, assisting with coordination of scheduling, training and compliance.
• Ensure new hire documentation is properly completed and organized in a timely manner.
• Coordinate scheduling and support for various project meetings, training, luncheons, etc.
• Support project file storage and retention with project management, functional management and document control.
• Support all project management and functional groups with general administrative support, including but not limited to reproduction, meeting coordination, reporting, file storage, organization and retention.
• Assist in the development, collection, consolidation and retention of various internal and external daily, weekly, monthly and quarterly reports.
• Assist with the development and distribution of meeting minutes, actions and notes.
• Assist in the collection, storage and retention of payment milestone support and project invoicing.
• Maintain active project roster for Project Management.
• Coordinate timekeeping with Project Management, Discipline Supervision, Project Controls and Shared Service Payroll Department.
• Assist with coordination of internal and external project meetings and reviews.
• Coordinate general project office functions.
• Perform special projects as needed.
• Perform other responsibilities as required or assigned.

Requirements

• Minimum high school diploma or equivalent.
• 5+ years related project and/or office administration/coordination experience.
• Ability to work effectively with personnel at all organization levels.
• Ability to maintain confidentiality.
• Excellent verbal, written, and interpersonal communication skills.
• Timekeeping experience preferred.
• Previous construction industry experience a plus.
• Computer skills include Microsoft Office, Word, Excel, and Outlook.
• Strong organizational skills.

Nice-to-haves

• Timekeeping experience preferred.
• Previous construction industry experience a plus.

Benefits

• Medical, dental and vision plans covering eligible employees and dependents.
• Disability benefits.
• Life and AD&D insurance.
• Employee assistance program (EAP).
• 401(k) plan with company match.
• Employee stock purchase plan (ESPP).
• Robust wellness program.
• Adoption assistance.
• Paid time off (for some employees).
• Tuition reimbursement (for some employees).
• Performance or safety bonus program (for some employees).