Administrative Assistant - Project Management

ITAC serves Process & Industrial clients with integrated engineering and construction services for complex capital projects. We also offer specialty services including power systems services and products, custom machine fabrication, and fall protection services and equipment. Founded in 1988 on a dream and a $5K loan, ITAC is a true success story. From humble beginnings to an ENR-Ranked Top Design Firm with a nationwide footprint and over 450 employees operating from 6 offices in Virginia, North Carolina and South Carolina, we provide Fortune 500 companies with innovative design-build solutions. We specialize in power generation & utilities, chemicals, food & beverage, forest products, advanced manufacturing, and minerals & metals.

ITAC’s purpose is to make life better. For our employees, this means providing them with the resources and flexibility they need to have both a rewarding career and a fulfilling family life. ITAC is 100% employee-owned. Through our Employee Stock Ownership Plan (ESOP) and Direct Stock Ownership, every team member has the unique opportunity to be an owner who shares in the company’s growth and earnings. We offer our team a comprehensive benefits package and numerous employee incentives. Rooted in love, we serve and care for our employees like family.

We hire passionate and motivated people with an innovative mindset and the desire to grow. If the thought of challenging, fast-paced projects excites you, then you’ve come to the right place. At ITAC, you’ll be part of a collaborative team that works hard to make life better. For more information, visit itac.us.com.

The Administrative Assistant is expected to apply accepted documents control, business, project, administrative, and human resource procedures. Tasks will have clear and specified objectives; however, some work will be self-directed. The Administrative Assistant will be required to review the details of each completed task to ensure that his/her work is error free. Task assigned may vary as needed for assigned operating unit/department.

The administrative assistant must be able to work well with others. Overtime is sometimes required to meet position objectives.

Additional responsibilities may include, but are not limited to the following:

Office Support – may vary as needed for assigned operating unit

• Day to day office support

• Create new files (physical and electronic as needed)

• Credit card coding assistance

• Travel arrangements for employees

• Order/maintain office supplies

• Organize, coordinate client visits

Document Control Support - may vary as needed for assigned operating unit

• Work with Document Controls to control the flow of documents internal and external to ITAC. This includes but is not limited to drawings and specifications issued for review, approval, bid, construction, and/or POs, Cos, contracts, etc.

• Implement document control procedures to control documentation flow through ITAC.

• File project documents in SharePoint, Procore, servers

• Update manuals and miscellaneous binder as requested

• Knowledge of printing and copying systems

• Ensure proper filing and storage of documents on projects.

Project Support:

• Assist with evaluation of department profitability

• Support department managers with expense reports and credit card requirements.

• Support departments to ensure jobs or project execution meets ITAC policy and procedure standards.

• Organize lunches as requested/work with vendors to coordinate lunch and learns

• Support the development of proposals by assisting with setup, combining documents, and issuance.

• Support CRM efforts and data input and upkeep

• Maintain and update operating unit’s intranet documents.

• Provide project accounting support, such as:

• Maintain the timeliness of client billings

• Ensure accuracy in the invoicing process and in the invoices that are produced and sent to our clients.

• Complete job set up in a timely manner, ensuring completeness and accuracy. This includes entering job estimates into the accounting

• Track the contract amount and any/all change orders to the job.

• Review client purchase orders, estimates and proposal information during the job setup process.

Requirements

• High School degree required, Associate's degree in a related field preferred
• Experience as an Administrative Assistant, preferably in a project management setting
• Strong knowledge of project management principles and practices
• Proficient in using project management software and tools
• Proficiency in MS Office Suite (Excel, PowerPoint, Word)
• Excellent organizational skills with a strong attention to detail
• Ability to manage multiple priorities and adapt to changing demands
• Strong written and verbal communication skills
• A proactive attitude and willingness to take initiative

Benefits

From internships to seasoned professionals, our growing company provides career opportunities for all levels of experience. We offer our team a comprehensive benefits package and numerous employee incentives. For life’s challenges, we also provide our employees and their immediate families with certified chaplains for around-the-clock encouragement and support. Rooted in love, we serve and care for our employees like family. ITAC provides benefits such as

• Health, Vision, and Dental Insurance
• 401k & ESOP
• Life Insurance
• Short & Long-Term Disability
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Tuition Reimbursement
• Professional Development
• Wellness Program
• Safety Incentive Program
• 24/7 Chaplain Care