Administrative and Project Management Office Assistant

Overview Sargent & Lundy is one of the oldest and most experienced full-service architect-engineering firms in the world. Founded in 1891, the firm is a global leader in power and energy with expertise in grid modernization, renewable energy, energy storage, nuclear power, and fossil fuels. Sargent & Lundy delivers comprehensive project services—from consulting, design and implementation to construction management, commissioning and operations/maintenance—with an emphasis on quality and safety. The firm serves public and private sector clients in the power and energy, gas distribution, industrial, and government sectors. Our Core Values Every decision we make is guided by our core values. By upholding these six principles, we support our clients, employees, and community. They are the compass we follow as we continue to grow our business and lead the industry. Quality–We provide high-quality deliverables and services through an uncompromising focus on peer review, safety, and continuous improvement. Accountability–Our actions demonstrate the highest levels of professionalism, integrity, and respect. Our People–We value diverse perspectives, encourage professional growth, and are committed to providing a work community where people thrive. Our work is challenging but rewarding. Our Clients–We deliver value and exceed our clients’ expectations through outstanding customer service, personal accessibility, and clear communication. Innovation–Since 1891, we have invested in the people, training, tools, and technology needed to quickly adapt in a constantly changing world. Meaningful Impact–We make a positive impact in the communities where we work and live. Due to continued growth, our EGIS business unit currently has a new opportunity for an Administrative Assistant in our Indianapolis, Indiana office. In this position you will provide exceptional administrative support services in a fast-paced office. Responsibilities The Administrative and Project Management Office (PMO) Assistant role will offer you the ability to apply your skills to meet project team needs with contracting and work management for project execution. This work will include interfacing directly with project management, contractors, vendors, and site personnel to control/forecast costs and deliver reporting. Responsibilities:

Have strong oral and written communication skills. Be able to listen to clients’ questions, anticipate their needs, and satisfy every inquiry.

Serve as the focal point for administrative and documentation activities, scope, and budget requirements of assigned projects.

Create purchase requisitions, follow up on workflow delays, and communicate the next steps to project managers and leads.

Manage vendor invoice workflow and bill work orders leveraging various client-specific, web-based platforms.

Edit procedures, review calculations, and other project-related documents in accordance with Sargent & Lundy's and/or client requirements.

Prepare documents and drawings for transmittal and document storage. This could include, drafting correspondence, data entry, copying/distribution, document tracking, and electronic filing.

Identify issues with balances of support service agreements and suggest remedies.

Respond timely and professionally to internal and external partner inquiries.

Assist in other administrative functions such as permit support and material requests.

Other office-related duties as assigned.

Qualifications

We do not sponsor employees for work authorization in the U.S. for this position.Essential skills and experience:

Ability to manage various data types, navigate software systems, and interface with key stakeholders.

Excellent written and verbal communication skills with a proven ability to interact and multitask with project team members, clients, and vendors of varying position levels.

Eager to learn new skills and systems by developing knowledge to make a valuable impact on project team operations. Willing to engage with others to understand project team needs. Committed to delivering high-quality deliverables with attention to detail.

Proficient in Microsoft 365 with an emphasis on the use of Excel and/or Access to support data collection, management, and reporting requirements.

Three years of experience should include working in a professional environment, meeting established production and accuracy goals, and maintaining focus on details.

High School Diploma or equivalent

Candidate must be flexible, a team player, a self-starter, and open to occasional overtime.

Valued but not required skills and experience:

Working knowledge of SAP

Experience using various conditional aggregation and lookup functions in Excel

Experience using Access

Sargent & Lundy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any protected status as defined by law.

CityIndianapolisStateINCountryUnited StatesArea of InterestAdministrativeTypeFull Time - RegularJob ID2024-9492