Administrator

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Project Overview:

Bechtel and Westinghouse Electric Company have partnered to deliver the first nuclear power reactors for Poland for our customer, the Polish Entity Polskie Elektrownie Jadrowe (PEJ). Bechtel will be the first Engineering, Procurement, and Construction (EPC) contractor for the project.  As the EPC, our responsibilities will include providing the design for the Turbine Island and Balance of Plant as well as the construction of the entire facility.

This is a one-of-a-kind opportunity, and we are looking for the talent that will help expand Poland's nuclear base and build a strong and long-lasting energy future for generations to come.

Job Summary:

Reporting to Bechtel Polska's Country Manager and President of Management Board, the Administrator will provide a full range of administrative and reception to support the efficient and smooth operation of the Warsaw office. Duties require a high degree of accuracy, accountability, initiative, judgment, exceptional organizational skills, discretion, and knowledge of Bechtel's standard computerized systems. Communicates clearly and effectively with senior management, clients, and coworkers. Independently anticipates problems and changing priorities and adjusts priorities accordingly while exercising judgment in resolution.

Major Responsibilities:

• Manage reception area for the Bechtel Polska office, including greeting of guests, directing them to meeting room and determining if they would like refreshments.
• Handle travel and expense reports.
• Manage incoming and outgoing correspondence (mails and couriers)
• Manage conference room bookings and cancellations and assist employees with securing conference room for meetings.
• Organize materials for meetings, presentations, and training sessions as assigned by the President of Bechtel Polska Board/Country Manager's office.
• Participate in the development, editing, or updating of presentations in Polish and English.
• Receive and screen phone calls in a professional manner and take action as appropriate.
• Organize meetings and conference room calendar coordination.
• Draft correspondence for review and signature, as determined appropriate.
• Coordinate the scope of work of the facility management company:
  • Update and maintain Warsaw office floor plan and work with supervisors for new hire / transfer location and coordination of providing updated floor plan to Reston Facilities Manager.
  • Point of contact to coordinate moves within the floor personnel as required by supervisors/managers.
  • Point of contact for any facilities issues within the Bechtel floor; contact building maintenance or coordinate with Reston Facilities Manager.
• Coordinate parking space calendar.
• Other office administrative related tasks.
• Handle badging for the office (issuing and collection of badges).
• Order supplies for the office and manage inventory of supplies to ensure replenishment, as needed.
• Independently anticipate problems/changing priorities and take appropriate action to adapt President of the Board schedule and commitments accordingly.
• Back up Administrative Assistant, if needed.
• Assist with event organization and projects delegated by President of the Board.
• Must be flexible and willing to take on unexpected and/or unanticipated assignments, as needed.
• Develop written desk top instructions for assigned area of responsibility.
• Work effectively in an extremely fast paced, high energy environment.
• Other duties as assigned by the Country Manager, Office Services Manager, or other senior member of the management team.

Education and Experience Requirements:

• Level 1:  Bachelor's degree in administration or a related field from an accredited university or college (office administrative/secretarial experience), or in lieu of a degree proven work experience in a relevant role.
• Level 2:  Bachelor's degree in administration or a related field from an accredited university or college (office administrative/secretarial experience) with experience, or in lieu of a degree be able to demonstrate extensive, relevant work experience.
• Must be fluent in Polish and English (speaking, reading, and writing)
• Must be able to translate documents written in Polish into English.
• Must have excellent presentation skills.
• Excellent written and verbal communication skills in English and Polish, including spelling, grammar, punctuation, and proper use of syntax. A skills assessment may be administered to determine proficiency.
• Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint.  A skills assessment may be administered to determine proficiency.

Required Knowledge and Skills:

Additional Qualifications:

• Must have ability to coordinate senior management-level meetings and operate inside that environment.
• Must be able to make decisions on matters that do not require management-level involvement.
• Must be able to independently anticipate problems, changing priorities, and alert management in a timely manner.
• Extensive experience in all phases of administrative, reception and secretarial functions.
• Ability to organize and prioritize administrative deliverables.
• Ability to interact professionally with individuals at all levels within the organization.
• Ability to work in a fast-paced environment, with the ability to multi-task and manage time appropriately to meet deadlines.
• Professional telephone practices.
• Previous experience coordinating events and/or making arrangements for large meetings.
• Experience maintaining managers' calendar using Microsoft Outlook.

Preferred Qualifications:

• Knowledge of Bechtel's organizational structure, functions, and procedures.
• Advanced knowledge of Bechtel's standard computerized systems and other information transmission systems.
• Knowledge of technical vocabularies and terminology common to the assignment.
• Demonstrate Bechtel's "Zero Accident" philosophy through personal safe behavior/work practices.
• Concur Expense report processing software skills knowledge.
• Demonstrated knowledge of filing systems and common office procedures.
• Familiarity with government regulations and requirements.
• Experience within the past two years arranging domestic and international travel, including coordination of visas and passports.

Total Rewards/Benefits

For decades, Bechtel has worked to inspire the next generation of engineers and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at bechtel.com/total-rewards.

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As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.