The Quality Assurance Administrative Assistant provides high level and quality administrative support to the Quality Assurance Department. The QA Administrative Assistant manages schedules for checking and specifications, ensuring project materials are being received at the appropriate times. The QA Administrative Assistant prepares correspondence, contacts stakeholders, and updates project statuses. This position maintains calendars, schedules appointments, and coordinates meetings, including c... more details
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Job Type
Full-time
Description
The Quality Assurance Administrative Assistant provides high level and quality administrative support to the Quality Assurance Department. The QA Administrative Assistant manages schedules for checking and specifications, ensuring project materials are being received at the appropriate times. The QA Administrative Assistant prepares correspondence, contacts stakeholders, and updates project statuses. This position maintains calendars, schedules appointments, and coordinates meetings, including catering needs and travel arrangements. The Administrative Assistant also provides relief support as needed for specification editing.
Essential Functions:
Maintain Checking calendar and Specification daily schedules including internal meetings, conference calls involving multiple time zones, setting video conferences, and meetings
Manage Specifications calendar and follow up with project teams
Serve as a central point of contact for department administrative inquiries
Compose business documents, primarily using Microsoft Office applications
Assist with other duties such as file maintenance, photocopying, scanning, trouble shooting, and meeting planning
Maintain QA site and Project Resources site on the EwingCole portal
Maintain QA project list
Support efforts for EwingCole Continuing Education (ECCE)
File all presentations and recordings in designated area
Assist with preparation of the QA Matters Newsletter
Arrange travel for the QA group
Vendor webinar management
Manage external reference material subscription and renewals such as UPCODES, TECH STREET and file on the EC Portal
Assist with updating QA and specification section MASTER SPEC updates
Support Specification Processor as needed
Stay current with knowledge and use of SPEC INTAC USACE Government specification software
Track QA Group goal progress
Monitor Standard Detail updates with associate group and IT
Perform other duties and responsibilities as required or requested
Requirements
Required Education and Experience:
At least five years’ administrative experience
Minimum intermediate skills Microsoft Office Suite
Must be able to anticipate problems and use sound judgments and tact in handling confidential matters
Must have excellent organizational skills, demonstrated initiative, attention to detail, strong written and verbal skills, and a professional manner
High level of independence, decision making, dependability, flexibility, and accuracy
Ability to manage multiple workflows, balance competing priorities and meet deadlines in a fast-paced environment
Preferred Education and Experience:
Associates Degree
Administrative experience in an architectural or engineering environment
Microsoft Project experience
Database and CRM experience
Benefits of Working at EwingCole
Generous paid time off, 401(k) plan with company match, tuition reimbursement, flexible/hybrid work options, paid parental leave, excellent insurance offerings including medical, dental, vision, accident, critical illness, hospital indemnity, identity protection and more.
EwingCole will not be accepting outside recruitment assistance on this position including from agencies with a written agreement in place. Any staffing/employment agency, person or entity that submits a resume to EwingCole does so with the understanding that the applicant's resume will become the property of EwingCole. EwingCole will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity.
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