Supply Chain Administrative Assistant Receptionist

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Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. 

Project Overview:

Bechtel and Westinghouse Electric Company have partnered to deliver the first AP1000 nuclear power reactors in Poland for our customer, the Polish Entity Polskie Elektrownie Jadrowe (PEJ). Bechtel will be the 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. This position is subject to U.S. Department of Energy (DOE) regulations at 10 CFR Part 810 (Part 810), which govern the transfer of hardware, materials, and technology to support the construction and operation of commercial nuclear power plants overseas.

Job Summary:

In this role, the Supply Chain Administrative Assistant Receptionist will provide a full range of administrative and reception tasks to support the efficient and smooth operation of the Warsaw office and supply chain team. This position is located at the front reception desk and requires clear and effective communication with senior management, clients, coworkers and guests. Duties require a high degree of Confidentiality, accuracy, accountability, initiative, judgment, exceptional organizational skills, discretion, and knowledge of Bechtel's standard computerized systems. Proactively identifies issues, adapts to shifting priorities, and uses sound judgment to resolve them.

This position will report to the Subcontracts Program Manager.

Major Responsibilities:

Managing the reception area for the Bechtel Polska office in the role as Supply Chain Administrative Assistant Receptionist.  Workstation is the reception area desk and manages the duties of reception and Supply Chain Administrative Assistant which would include:

• Greetings all guests e.g. supply chain partners, clients, consortium members in reception, directing them to meeting room, and determining refreshment preference i.e. Coffee, tea or water plus must deliver coffee, tea, or water to our guest.
• Ensure proper refreshment supplies are available, pick up/order supplies as necessary.
• Manage phone calls, screening calls and taking appropriate action with messages or transfer of calls
• Managing incoming and outgoing mail and courier packages
• Managing conference room bookings, cancellations and supporting employees with securing conference room for a meeting
• Coordination of parking space calendar.
• Disposition Facilities mailbox request
• Maintain Subcontracts Program Manager Calendar and prioritize internal and external requests for meetings, working closely with the Subcontracts Program Manager to determine priorities
• Must possess high degree of confidentiality supporting Supply Chain Group.

Education and Experience Requirements:

• 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.
• Proficiency in Microsoft Office software suite of programs. A skills assessment may be administered to determine proficiency.

Required Knowledge and Skills:

• Extensive experience in all phases of administrative and reception functions.
• Previous experience coordinating events and/or making arrangements for large meetings.
• Experience maintaining managers' calendar using Microsoft Outlook.
• Ability to establish collaborative and effective working relationships with internal and external stakeholders
• 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.
• 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.
• Experience within the past two years arranging domestic and international travel, including coordination of visas and passports.
• Demonstrated knowledge of filing systems and common office procedures

Preferred Knowledge and Skills:

• Knowledge of Bechtel's organisational structure, functions, and procedures.
• Advanced knowledge of Bechtel's standard computerized systems and other information transmission systems.
• Concur Expense report processing software skills knowledge.
• Familiarity with government regulations and requirements.

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of employees 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 Total Rewards

Diverse teams build the extraordinary:

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.

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