Note: The job is a remote job and is open to candidates in USA. Software Guidance & Assistance, Inc. (SGA, Inc.) is a women-owned technology and resource solutions provider supporting clients through personalized IT and professional services. The company is seeking an Administrative Specialist to coordinate meetings, records, onboarding, invoices, vendors, facilities requests, vehicle activities, and other administrative operations for a utility services client.
Responsibilities
- Responsible for executing major capital projects across Electric Delivery, including some of firm's largest distribution, transmission, and substation projects. Our team includes engineers, designers, project managers, construction managers, project controllers, estimators, and support personnel
- Coordinate and schedule meetings, including quarterly department meetings, monthly team meetings, safety meetings, and external visitor events
- Arrange meeting rooms, catering, materials, and logistics as needed
- Record and publish meeting minutes
- Serve as the primary coordinator for contractor network IDs, access requests, onboarding, and offboarding activities
- Maintain department records, including safety attendance sheets, agendas, training records, and other administrative documentation
- Monitor and replenish office and breakroom supplies
- Submit and track IT/OT and Facilities Service requests
- Support department leadership with reports, meeting coordination, and PowerPoint presentations
- Assist with onboarding new employees, including workspace setup, equipment coordination, and supply requests
- Process invoices, purchase requisitions, and other administrative transactions
- Coordinate department events, employee recognition activities, and training registrations
- Maintain department contact lists, organizational charts, seating charts, and shared resources
- Provide document control and DocuSign support
- Perform timekeeper responsibilities, including troubleshooting payroll and time-reporting issues
- Manage vendor relationships for office services and supplies (coffee, water, cable, etc.)
- Coordinate vehicle-related activities, including maintenance scheduling, inspections, truck supplies, and SunPass administration
- Support day-to-day administrative needs as they arise
Skills
- Proficiency in Microsoft PowerPoint
- Proficiency in Microsoft Word, including advanced formatting and document management capabilities
- Strong organizational, communication, and coordination skills
- Ability to manage multiple priorities and work effectively with a diverse project-focused team
- Strong presentation design skills preferred
- Experience with Power BI is a plus
Benefits
- Remote and onsite work model
- Employee development
- Diverse team environment
Company Overview
Company H1B Sponsorship