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Power Engineers Staff Assistant / Administrative Support in San Diego, California

Staff Assistant / Administrative Support

Location: San Diego

State/Territory: California

Department: Power Delivery San Diego Substation Dept

Description

Staff Assistant / Administrative Support

Job Summary of Roles and Responsibilities

POWER Engineers is seeking a Staff Assistant / Administrative Support (SA) for the San Diego Substation Department in our San Diego, California office. The Staff Assistant will share responsibility with the rest of the department to produce a product consistent with POWER’s mission statement and our culture. The Staff Assistant is expected to support the group in achieving the goals of the department, maintain POWER’s high-quality standards, promote internal teamwork, and meet the needs of our clients. Hybrid workstyle offered within a commutable distance.

Responsibilities

  • Provides direct or indirect assistance to engineers, designers, managers, and various other department personnel on projects.

  • Supports submittal of project deliverables. This includes; printing, binding, and packaging of design documentation to ensure timely delivery of all required submittals.

  • Responsible for creating, copying, scanning, organizing, and retention of documents on various local and network storage devices. Maintaining document and other log records.

  • Performs office administrative and reception tasks: greets visitors, answers phones, package handling and shipping, reserves conference rooms, order and manage office supplies stock, coordinate catering orders, etc.

  • Assist with travel arrangements, submit expense reports, create and track purchase requisitions.

  • Operates office equipment such as printers, scanners, and copy machines. Maintains equipment by troubleshooting failures, calling for repairs, monitoring equipment operation.

  • Updates applicable company and office calendars.

  • Provides general support to the entire office.

  • Performs other related duties as assigned.

  • HR liaison for new hire orientations.

  • Occasional travel to attend training.

Required Education/Experience

  • 3 years applicable experience or relevant degree.

  • High School diploma or equivalent.

  • Proficiency in Microsoft Office (Word, Excel, Outlook).

  • Excellent communication skills, both written and verbal.

  • Candidates must be legally authorized to work permanently in the U.S. without the need for work sponsorship.

Desired Education/Experience

  • Associates degree in Business Administration and/or related field experience.

  • Familiarity and relevant experience in engineering support.

  • Proficiency with Adobe, Bluebeam, ProjectWise, and SharePoint software and platforms a plus.

  • Able to multi-task, prioritize, and organize.

  • Excellent time management skills.

  • Able to work independently and as a team player.

  • Self-starter, reliable, and hardworking.

  • Able to take direction from multiple people.

  • Able to learn new tasks and software.

  • Accuracy and attention to detail.

Client Project Support

Project support for Client projects including proposals, submittals, client interface and documentation.

Client Project Support responsibilities include:

  • Interface with Client

  • Backup Point of Contact for all communication

  • Drawing checkout

  • Pull reference drawings from Fusion

  • Material

  • Support initial material requisition packages

  • Track status on material requisitions/approvals

  • Coordinate with POWER engineers on Approval review

  • Track/Confirm ‘Final’ drawing status

  • Monitor client email

Project Delivery

  • Review Submittal Preparation/Coordination

  • Set-up folders, prep transmittal(s), discipline coordination with team

  • Transmittal lists – DCNs / COs

  • Confirm checks

  • Submittal forms

  • Meeting minutes

  • Distribution lists

  • Submittal follow ups

  • IFC prints and stamping coordination (requires physically being in office)

POWER360

  • Master Drawing List

  • RFI, Submittal, Transmittal

  • Vendor Submittals

  • Reports

ProjectWise

  • Submittal documentation

  • Project setup

PM Support

  • Formatting

  • Transmittals

  • EVA

  • % Complete

Internal Scheduling

  • Resources

  • Forecasting

  • Checks

  • Scheduling

Document Management

  • Teams

  • Manufacturer Drawings

  • Internal Library

At POWER Engineers, Inc. you can have a rewarding career on every level. In addition to challenging and meaningful work, you’ll have the chance to make a positive impact on the environment, participate in a range of diverse and unique initiatives, and find the support, coaching, and training it takes to advance your career. We encourage new ideas and fresh approaches and most importantly, we strive to be our clients’ first choice. These traits – and deep technical skill – account for our success.

Have fun, do good, build success. As an employee-owned company, we strive to make POWER Engineers an appealing place to work, where we perform projects that we find challenging and in which we excel. We provide competitive compensation, a full benefit package, professionaldevelopment, and an appealing work environment. POWER Engineers is a unique and fun engineering firm, which may be contradictory to some, but it works well for us.

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