Administrative Assistant

Job Title: Department Assistant Fabrication
Job Duration: 6 months contract
Job Location: Neenah, WI- 54956
Candidate MUST have a valid drivers license.
Hours per Day/Week: 40 hrs/wk
Start Time/End Time: Can be flexible. Either 7:30-4 or 8-4:30 (can do 1 hour lunch if needed)
Summary:
Department Assistant will provide administrative support for Fabrication and Quality Fabrication to ensure continuity of daily department functions and operations by collaborating to provide and present department information. This position coordinates with department management to provide administrative services in conjunction with department and business line goals and objectives.
Essential Duties and Responsibilities include the following: Other duties may be assigned.

• Facilitate the dissemination of information to the department and project teams through various methods of communication.
• Resolve questions regarding the department; research and provide appropriate answers.
• Assist in determining and ordering supplies required for the department.
• Monitor and maintain the fabrication welder and QC inspector qualification database.
• Review quality control inspection records for accuracy and completeness for fabrication projects.
• Maintain and control the fabrication quality inspection database.
• Assist the inspectors as needed by performing data entry of completed spools and associated non-destructive testing reports.
• Work with 3rd party subcontractors (Coatings, Pre/PWHT) to obtain reports for completed services.
• Review reports for completeness and enter data into the quality inspection database.
• Assemble the documentation into the project turnover.
• Maintain and update quality copy of fabrication drawings for documentation purposes and project turnover package.
• Prepare and upload quality related turnover documents for customer submittal on a continuous basis.
• Responsible for handling sensitive and confidential information.
• Assist in developing and implementing business initiatives, procedures, and budgets for the department.
• Monitor department deadlines and support presentation of monthly progress reports including tracking action items and progress updates.
• Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include department orientation and training, management meetings, periodic reviews, etc.
• Coordinate department related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.
• Prepare ASME and Canadian jurisdictional code forms for projects as needed. These may include but are not limited to P4, P4A, U1, TSASK, ABSA, etc. Coordinate with the Company insurance representative for signature and certification of required forms.

Requirements:
Education and/or Experience:

• High School Diploma or equivalent; Minimum 1 year administrative/clerical experience required.

Other Qualifications:

• Advanced knowledge in Microsoft Word, Excel, Access, and PowerPoint required.
• Ability to work independently, demonstrate accuracy, reliability, and problem-solving skills.
• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).

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Last updated on Nov 7, 2023