Administrative Specialist

Roles and responsibilities

• Manage records and file systems, ensuring accurate and organized documentation.
• Assist with employee in- and out-processing, maintaining up-to-date personnel records.
• Support the implementation and management of DOD, DSS, and local office policies and programs.
• Schedule and coordinate meetings, conferences, and travel arrangements.
• Draft, review, and route correspondence and reports.
• Maintain office supplies and equipment, ensuring availability and functionality.
• Manage timekeeping and payroll systems, ensuring timely and accurate submissions.
• Handle incoming and outgoing mail and correspondence.
• Assist in the execution of office training programs and initiatives.
• Input and manage data in various databases as directed.
• Perform other duties as assigned.
  

Basic Qualifications

• Requires a High School Diploma or equivalent and at least 2 years of administrative experience.
• Requires excellent English communication skills (written and verbal) with the ability to facilitate and disseminate information at all levels.
• Must have a strong proficiency in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Requires strong organizational and multitasking abilities.
• Must be able to work independently as well as part of a team.
• Must have a high level of integrity and professionalism, with a commitment to KBR's values of safety, integrity, and teamwork and excellence.
• Requires a valid passport with at least 12 months of validity and 6 blank pages.

Desired candidate profile

1. Organization and Time Management:

   • Managing schedules, calendars, and appointments efficiently.
   • Prioritizing tasks to meet deadlines without compromising quality.

2. Document Management:

   • Creating, editing, and maintaining documents, reports, and spreadsheets.
   • Expertise in record-keeping, filing systems (physical and digital), and data organization.

3. Communication:

   • Professional verbal and written communication skills.
   • Managing correspondence, including emails, memos, and phone calls.

4. Coordination and Scheduling:

   • Arranging meetings, conferences, and travel plans.
   • Coordinating with different departments to ensure operational efficiency.

5. Customer Service:

   • Providing frontline support for clients, visitors, or team members.
   • Handling inquiries and complaints with professionalism and tact.

6. Technical Proficiency:

   • Expertise in office software like Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace.
   • Experience with office equipment (printers, copiers, scanners) and communication tools (Zoom, Teams).

Advanced Skills:

1. Project Support:

   • Assisting with project management tasks, including planning, tracking, and reporting.
   • Organizing resources and following up on project deliverables.

2. Budget and Expense Management:

   • Monitoring budgets, processing invoices, and handling reimbursements.
   • Experience with expense tracking systems and financial reporting.

3. Event Coordination:

   • Planning and executing events such as workshops, team-building activities, and office functions.
   • Managing logistics, catering, and vendor relations.

4. Problem-Solving:

   • Identifying inefficiencies and implementing solutions to streamline workflows.
   • Proactive in addressing challenges to maintain operational continuity.

Soft Skills:

1. Attention to Detail:

   • Ensuring accuracy in documentation, scheduling, and communication.
   • Catching and correcting errors before they escalate.

2. Multitasking:

   • Handling multiple responsibilities simultaneously without compromising quality.
   • Adapting to changing priorities and workloads.

3. Discretion and Confidentiality:

   • Handling sensitive information with utmost confidentiality.
   • Maintaining professionalism in all interactions.

4. Team Collaboration:

   • Working effectively with colleagues across various departments.
   • Providing support to team members to achieve organizational goals.