Job Description

Job Title: Project Support Assistant 2

Location: Overland Park, KS 66251 (HYBRID)

Pay range: $28 – 29.37/hr. on W2 (depending on experience/interview)

Job Type: Contract role

Shift: 08:00 AM to 05:00 PM Monday to Friday (3 days office, 2 days remote)

Job Description:

Candidate must have intermediate to advanced Microsoft Suite technical skills, strong interpersonal skills, and knowledge of electronic file structures/filing.

Knowledge of electronic submittal practices and SPECS Intact is also strongly preferred.

To provide support to project team and management under minimal supervision.

Incumbents have demonstrated proficiency in the project support role and are able to utilize frequent independent judgment, as needed.

Possesses broad knowledge of project policies and procedures involving all phases of project execution from bid specifications through project closeout.

Adapts past project knowledge to the needs of the current project with minimal direction or review needed from project management.

Has regular contact with clients, suppliers, or company employees outside the immediate work area to exchange information.

Key Responsibilities

Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system

Tracking, logging, and following up on real estate and facility needs utilizing tracking system and communicating updates to appropriate stakeholders

Submits badging requests for building and suite level badging access

Updates floorplans and wayfinding for professionals as they hire and leave organization, attention to detail required

Owns and manages regional office spreadsheet and security requirements status for each regional offices. Requires communication with office leads/admins and teams and management of components required by security.

Event planning for projects and department teams to include ordering food, reserving rooms, helping set up training and tracking of team building events.

Building and maintain workflows- online tool

Tracking and sending travel computers for over 400+ professionals- this will require establishing process and managing it

Creation of posters and update monthly slide show that showcases announcements, birthdays/anniversaries and new hires in InDesign/Illustrator or other creative platforms

Creation of Microsoft Forms for various needs

Department Liaison to support food or flowers for professionals for weddings, babies, surgeries, or funerals.

Reproduction of design documents, binding, shipping to clients

Frequently interacts with upper management on related project issues, as well as Federal team members

May maintain personal calendar for project manager

Performs scanning and electronic filing

Answers phones

Greets and directs visitors

Assembles documents (reproduction and collation)

Performs word processing and data entry

Orders office supplies

Maintains project calendar

Arranges project-related meetings, travel and/or events

Generates or distributes ad hoc reports using various business systems and databases to internal project team

Generates simple documents, such as letters and memos

Generates more complex documents, such as spreadsheets and presentations

May coordinate collection of timesheets

May route and track invoices

May verify accuracy of invoices prior to approval

Performs other general clerical duties as needed

Individual contributor with no subordinates

Skills:

5+ years relevant experience preferred

Intermediate spreadsheet and word processing skills needed.

Intermediate MS Word skills

Intermediate MS Excel and PowerPoint skills

Intermediate MS Outlook skills

Spelling and grammar skills

Concentration and cognitive skills

Initiative

Interpersonal skills

Attention to detail and reading comprehension

Communication skills, including verbal and written skills

Ethics and values

Integrity and trust

Ability to make decisions

Ability to prioritize

Problem-solving ability

Expense Reporting Systems (Creating)

Expense Reporting Policies and Procedures (Reviewing and approving)

Time Reporting Systems

Time Reporting Policies and Procedures

PeopleSoft and Blueprint Basic Users

Telephony and Webconferencing

Electronic Repository Systems

Travel Systems

Financial Information Systems/Business Reporting System

Education:

High School Diploma or equivalent preferred.

“Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”

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