Institute for Building Technology and Safety

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Administrative Support

Administrative Support

Job ID 
2017-1357
# of Openings 
3
Job Locations 
US-VA-Ashburn
Posted Date 
8/31/2017
Category 
Administrative Support

More information about this job

Overview

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities and work hard to maintain a culture that values our employees. 

 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization that was established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

 

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.

 

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce. S3 Residence, disability, and veterans encouraged to apply.

 

Explore the opportunities.

Responsibilities

IBTS is currently recruiting for a Project Administrative Assistant to provide administrative assistance for a contract involving field inspections and testing of FEMA Manufactured Housing Units (MHU’s) in the Houston, TX region on a high priority project with high visibility.  Field teams will perform installation and testing inspection activities to ensure the highest level of quality control is achieved for the MHU’s constructed by FEMA.  Candidates must be local to Houston area.  The Project Administrative Assistant may accompany the Project Supervisor and/or Project Manager to site meetings on an as needed basis. Overtime may be required, working weekends on occasion 

Key Responsibilities: 

  • Operations and records organization and coordination:  Manage the administrative duties of the contract which IBTS holds with FEMA. This requires coordinating and organizing assigned documentation, as well as continuous collaboration with all team members. 
  • Scheduling:  Assist the Scheduling and Production Coordinator with scheduling, notifications, and site travel information. Track and maintain all project site visits, and when necessary assist field teams with site travel plans, arrangements, and providing required documentation. 
  • Report Processing: Receive, electronically track, organize and retrieve data, site reports, etc. as needed and requested by Project Manager, Project Manager, Director, and Field Teams in order to facilitate excellent communications across the project, and for delivery submittals. 
  • Travel Voucher Control: Assist the Billing/Travel Coordinator with reviewing, and reconciling field team travel vouchers, reconciling travel expenses charged to the projectand communicating as required with Senior Billing Coordinator and Accounting Department about payment status, monthly invoicing, etc. 
  • Record Keeping and Control:  Track and maintain relevant project documentation, that includes all data associated transmittals and responses.  Assist with compiling the weekly Readiness and Risk Management reportfor submission to Project Manager. 
  • FSP Organizational and Administrative Management:  The Project Administrative Assistant shall perform other general organizational and administrative duties as required in support of the project initiatives and activities. 
  • Issuing and maintaining all meeting minutes, reports, notes, etc. to all identified team members.

Qualifications

  • Administrative Assistant will be responsible for working with technical teams and will be led by assigned Supervisors. The technicians shall be executing field assignments for FEMA.   
  • Bachelor’s Degree or Associate’s Degree preferred, but not required. 
  • 5 plus years’ experience in an Executive Assistant, Administrative Assistant/Coordinator capacity, preferably with a professional services firm engaged in federal contracting work and/or construction inspection work. 
  • Proven computer experience including expert proficiency using Microsoft Office Suite, especially MS Word and MS Excel. Must be able to learn and gain proficiency in other related computer software as part of executing daily work assignments. 
  • Experience in SharePoint is a plus. 
  • Experience with other software platforms, such as Adobe, PowerPoint, etc. is a plus 
  • Knowledge in the use of Visio. 
  • Exemplary organizational and multi-tasking skills. 
  • Strong attention to detail and quality – ability to proof read, edit reports and correspondence. 
  • Excellent verbal and written communication skills. 
  • Ability to work efficiently with minimal supervision. 
  • Able to work well in a fast-paced, deadline oriented environment. 

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