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Company Name : Polar Field Services INC
Location : Littleton, CO 80120
Position : Administrative Assistant
Job Description : The Administrative Assistant is responsible for handling a multitude of administrative tasking in support of Polar Field Services’ (PFS) role on the Battelle Arctic Research Operations (Battelle ARO) team. The Administrative Assistant is responsible for the development and administrative management of a variety of documents, reports, procurements, cargo tracking, and hiring-related processes.
A successful Administrative Assistant candidate will be self-driven with exceptional communication and organizational skills and will work with most groups in the organization (Science, Safety, Operations, Maintenance, Construction, IT, and Headquarters). Strong computer, communications and follow up skills with attention to detail is necessary.
Essential Duties and Responsibilities:
Assists in the development and administrative quality control for a variety of documents. This includes:
Coordinating and editing a variety of weekly, monthly status updates and project completion reporting
Preparing meeting minutes
Creation of templates for new processes/forms
Updating Safety documentation
Updating and improving standard operating procedures
Updates and maintains the PFS SharePoint site and the Battelle Arctic Gateway with documentation, photos, reports, and other information.
Assists with procurement – soliciting quotes, writing requisitions, tracking cargo, and coding invoices.
Assists with annual budget and schedule submissions as part of the Annual Program Plan. Reviews for completeness, content, and edits for consistency.
Assists with coordination and communication of seasonal staff deployment and travel as required – coordinating drug screens, physical qualification (PQ) tracking, travel and expense report documentation, work permit submittal, and COVID-19 related tracking.
Training database administration.
Assists in preparatory upload documents for a new inventory management system.
Other duties as assigned or required
Work Schedule:
This is a salaried non-exempt position, complete with benefits, in a dog-friendly office, with some flexibility to work from home. This position may require periodic business travel and deployment to the field but primarily involves working at a desk in an office environment. The telephone and computer are the major elements of communication.
Must Haves (Minimum Qualifications):
3 years administrative experience
Utilizes Microsoft suite of programs efficiently with an emphasis on Excel, Outlook Email, Word, and PowerPoint to prepare and edit correspondence, reports, presentations, and other documents related to the project.
Must possess a current and valid State issued driver’s license with insurable Department of Motor vehicle record (parking violations, minor driving offenses excluded) as determined by PFS’s insurance provider.
Authorization to work in the U.S. is required. Polar Field Services cannot sponsor employment-based work visas.
Nice to Haves (Preferred Qualifications):
Possession of current and valid US passport.
BA/BS is preferred
Knowledge of SharePoint/Teams Collaboration Software administration
Database management skills
Knowledge of Adobe PDF file management, creation and editing
Benefits
PFS offers a wide variety of benefits including:
Medical
Dental
Vision
Life Insurance
401(k) – eligible after 1 year of service and then matched at 4%; fully vested
ESOP – Employee Stock Ownership Program – eligible after 1 year of service and there is a 6-year vesting schedule
Company paid cell phone plan, through Verizon
$450 every 3 years towards the purchase of a new device
Professional/Personal Development fund of $1,000 annually
Annual Bonus Program
Costco/Sam’s Club basic membership
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