McCormick Taylor

Administrative Support Specialist

Job Locations US-PA-Philadelphia
Posted Date 1 month ago(1/17/2018 4:04 PM)
Job ID
2018-1332
# of Openings
1
Category
Engineering - Technical

Overview

We're looking for a Administraitive Support Specialist to support our growing Energy group. While the Energy group is a "virtual" group with team members dispersed across multiple locations, this particular role is based out of our corporate Philadelphia headquarters. You will work alongside some of our team members also based in Philadelphia, but largely with others in a remote capacity. We are looking for someone comfortable with supporting and communicating with their group members from a distance it is crucial for this role!

The ideal candidate is going to have previous experience supporting a large group with a variety of different tasks. We are looking for an individual who enjoys working in a fast-paced environment, likes to be challenged, and values the opportunity to make a difference.

Responsibilities

  • We are looking for a flexible team member that can be comfortable supporting the Energy group in a variety of different ways. 
  • Order office supplies an as-needed basis; Ensure all satellite offices 
  • Collect/verify monthly expense reports for accuracy from each Energy employee; Scan and send to management for approval
  • Collect weekly EM expenses to check for accuracy.
  • Processes check requests
  • Maintain Energy Group's checking account; Submit check requests and replenishment request to accounting when needed. 
  • Prepare monthly American Express statements for Energy group leaders; Verify receipts and detail of charges for final submittal.
  • Prepare budget forms to be sent to Accounting; Request and track new job numbers.
  • Prepare timesheet adjustments when necessary.
  • Prepare and update monthly status reports for invoices.
  • Assist with the collection of monthly sub-contractors' hours and send report Facilities department. 
  • Help to maintain all Energy calendars; Coordinate and schedule meetings with group members on an as-needed basis.
  • Update the monthly SUN report for each group member.
  • Book travel and hotel accommodations for job related purposes.
  • Assist Facilities department with tracking field equipment & FR clothing orders.
  • Download ShareFile documents & send out safety alerts/reminders.
  • Assist with compiling client mailing lists.
  • Perform quarterly inspections of McCormick Taylor fleet vehicle to ensure its readiness for Energy group usage. 
  • Assist with a variety of clerical projects that are pertinent to our group utilizing MS Office Suite. 
  • Update the Energy Group's contact list and upload to SharePoint.

Qualifications

  • Previous administrative experience; Supporting multiple people with a variety of administrative and clerical tasks.
  • Extremely detail oriented
  • Capable of efficiently multi-tasking
  • We are looking for a team player! Ready to tackle any challenge that may be presented
  • Comfortable working in a virtural setting; The Energy group members are dispersed throughout several different offices and we are looking for someone capable of effectively communicating with the group in a remote capacity.
  • Advanced MS Office Suite skills (Word, Excel, Outlook, etc.)
  • Previous experience with SharePoint a huge plus
  • Be prepared and ready for any new task, at any given day

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