Administrative Assistant - Client Requirements

Location
Hibbing, Minnesota, US
Salary
Competitive
Posted
Jun 10, 2021
Closes
Jun 25, 2021
Ref
126452312
Work Term
Permanent
Work Load
Full Time
Language
English
Description of Company

Barr is a consulting company that integrates engineering and environmental expertise to help clients develop, manage, process, and restore natural resources across North America and around the world. We have been employee owned since 1966 and trace our origins to the early 1900s. Today, we have more than 900 employees across the U.S and Canada who work with clients in the mining, power, fuels, public, and manufacturing sectors, as well as attorneys, developers, and others with complex challenges.

Why Choose Barr?

If you are looking for an employee-owned company that fosters a collaborative environment, focuses on providing exceptional client service, offers the opportunity to work on challenging projects, and makes employee safety a top priority, Barr is the place for you. In addition to a highly competitive benefits package, we offer mentor and coaching programs to help our employees develop and grow their careers, along with opportunities for volunteering and community involvement.

Summary

The person in this position will report to the director of project support services and provide assistance to project support staff as well as proposal and project teams to demonstrate compliance with client requirements in the areas of safety, quality management, corporate policies, and social responsibility positions.

Essential Responsibilities
  • Maintain compliance with client-specific, contractor pre-qualification requirements using third-party contractor qualification vendors (e.g., ISNetworld, Avetta)
    • Monitor vendor websites for action items and ongoing status changes
    • Monitor and address e-mails originating from vendor websites
    • Upload documents (e.g., safety programs, contractor acknowledgement forms, training certificates) and enter information (e.g., safety metrics, policy details) on vendor websites
    • Collect and report monthly, quarterly, and annual hours worked at client jobsites
    • Interface directly with third-party vendors when necessary to facilitate the contractor pre-qualification process
  • Regularly engage with project principals, project managers, and administrative and support staff to relay client information, provide contractor pre-qualification status updates, and to acquire information, documentation, and approvals for upload to vendor websites
  • Relay information from vendor websites to assist the project support team with updates to, or the development and implementation of, safety, quality, or corporate social responsibility programs and compliance needs
  • Facilitate employee registration on vendor websites for client-specific training
  • Provide support for contractor safety audits by compiling applicable documentation
  • Assist with completion of proposal pre-qualification questionnaires related to safety, quality, and corporate social responsibility
  • Assist with organization of project support service files including saving and updating records
  • Work with the project support team to determine and fulfill other compliance assistance needs

General Responsibilities
  • Follow through on tasks and projects, tracking them through closure
  • Work collaboratively with people within and across departments to accomplish objectives
  • Make suggestions on how to improve processes and create efficiencies; identify recurring problems and offers solutions based on facts and data

Minimum Qualifications
  • Associate’s degree in related field or relevant military training and experience
  • 2+ years of professional experience
  • Strong interpersonal, oral, and written communication skills and the ability to communicate effectively with project team members and clients
  • High level of organizational ability along with accuracy and attention to detail
  • Self-sufficient, highly motivated, with strong orientation for results and achievement
  • Demonstrated professionalism and strong presence in interactions with others
  • Demonstrated teamwork and project management skills
  • Strong aptitude for problem solving and critical thinking
  • Proficient in or demonstrated ability to master Microsoft 365 applications including Word, Excel, Outlook, Teams, Forms, Planner, Visio, PowerPoint, and other business software and databases
  • Ability to exercise discretion when dealing with confidential information, keep records, and analyze and summarize raw data
  • Legal authorization to work in the United States without the need for sponsorship
  • Acceptable driving record

Preferred Qualifications

  • Bachelor’s degree
  • Experience with workplace safety practices and requirements
  • Experience with regulatory compliance administration
  • Assisted with the preparation for a certification audit (e.g., ISO 27001, 45001, 9001; OHSAS 18001) and participated in an audit with the registrar
  • Experience using data management systems (e.g., Deltek Vision, Epicor, Workday)