program support specialist ( Administration)Fluor

Job Description Fluor, together with its joint-venture partner AECOM, has been awarded a four-year program delivery support services contract for the California High-Speed Rail program by the California High-Speed Rail Authority, to provide program delivery and program management services to support one of the largest planned infrastructure projects in the U.S. The system will connect the 500-mile stretch between the Los Angeles region with the San Francisco Bay Area, with up to 24 stations. The first phase of the program is currently under construction in California's Central Valley. The purpose of this position is to perform the essential job duties and functions listed below with the overall objective of consistently providing top-quality, non-technical administrative support and to maintain high standards of excellence, while ensuring solid customer relationships. Job Summary: This is an administrative support position for all of Task 14 made up of the Process and Program Development Section, Small Business & Title VI Section, and the Document Control Section. The incumbent will focus primarily on the Small Business and Title VI Section. A minor percentage of work in the remaining sections. The PDS Task Administrative Assistant will provide high level administrative support to the Task 14 PDS team on the CAHSR program. This position requires resourcefulness, administrative skills, ability to prioritize and multi-task, change management and adaptability, excellent communication skills, collaboration and team building and the highest degree of professionalism and confidentiality. Job Responsibilities: . Lead administrative assignments seeing them from start to finish. Provide administrative support to other team members. . Coordinates logistics of the Business Advisory Council (BAC) meeting, conferences and/or events. . Meets regularly with team to review status of projects plan key events, meetings, and upcoming travel and prioritize and track open action items. . Creates and maintains presentations, correspondence, reports, spreadsheets, and other necessary documents in response to and in anticipation of team requirement. . Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed. . Manages and maintains the event calendar in SharePoint. . Ensure that project correspondence and documentation are controlled in SharePoint. . Complete formatting of final drafts. Act as Policy Coordinator to prepare documents according to RAS Workflow requirements. . Tracks policies, procedures, manuals and other documents through development and approvals. . Track and report progress status for Task deliverables. . Support Business Compliance team formatting and distributing reports. . Data entry on various systems. . Produce monthly Business Outreach Events and Activities Report. . Keep Business Outreach Calendar updated. . Create Travel Request Forms and Travel Expense Reports for Task 14 contractors. . Create and submit Telework logs. . Other general administrative tasks as assigned. . Other duties as assigned Basic Job Requirements Minimum Requirements: . HS Diploma, plus 10 years of related experience . Strong proficiency and knowledge of computer software, including Microsoft Outlook, Teams Microsoft Word, PowerPoint, and Microsoft Excel. . Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors. . Job related technical knowledge necessary to complete the job. . Ability to attend to detail and work in a time-conscious and time-effective manner. Preferred Qualifications . Experience composing and preparing correspondence and reports. . Demonstrated excellent verbal and written communication skills, and experience. . Experience managing multiple and changing demands, details, and deadlines. To be Considered Candidates: Must be authorized to work in the country where the position is located. Notice to Candidates: Background checks are carried out as part of any conditional offer made, including (but not limited to & role dependant) education, professional registration, employment, references, passport verifications and Global Watchlist screening.
foundit

Philippines
Permanent
Full-time