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Administrative Assistant / Document Controller (Mid-Level)

Administrative Assistant / Document Controller (Mid-Level)

Requisition ID 
Work Location 
US-UT-Salt Lake City
Department / Discipline 
Administration/Secretarial/Support Staff
Additional Work Location 
Position Type 
Staff / Permanent

Job Description

Overview / Responsibilities

Wood is seeking a Mid-Level Administrative Assistant / Document Controller to perform advanced administrative duties that require a broad knowledge of departmental policies and procedures.


Key Responsibilities

  • Perform clerical and administrative duties for assigned department
  • Prepare documents, correspondence, presentations and reports as assigned; edit and proof for grammar, spelling, and clarity of expression, organization, and conformance to company specifications
  • Proof art or graphics and verify that art and text agree
  • Compiles, copies, binds and distribute projects or coordinate outsourcing of production
  • Enter data to maintain and update various databases and spreadsheets; ensure data integrity by verifying input and calculations
  • Use standard templates for regular departmental activities, reports and presentations to maximize efficiency and reduce turnaround time
  • Assist others by furnishing information and helping with basic problem resolution
  • Answers questions via phone or email and provides accurate and timely information
  • Take accurate phone and verbal messages and ensure that messages are communicated in a timely manner
  • Create, run and distribute standard periodic reports, to communicate follow-up requirements and to summarize reports, etc.
  • Maintain organized computer and/or hard copy files for easy identification and retrieval
  • Assist others in office as needed including providing back-up reception
  • Plan, coordinate and make arrangements for on-site and off-site meetings conferences and special events
  • Coordinate scheduling, travel for attendees, meeting materials, AV and catering arrangements
  • Ensure accurate and timely communication to involved parties
  • Perform additional duties as assigned

Skills / Qualifications

  • High school diploma or GED plus additional specialized courses or Associates Degree in related field
  • Broad knowledge of departmental function, terminology and interrelationships
  • Solid understanding of policies and procedures that apply to assignments
  • Directly related progressive experience with knowledge of departmental function, procedures, terminology and interrelationships
  • Effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications
  • Good telephone etiquette
  • PC skills with proficiency of MS Office and other departmental software programs
  • Ability to develop spreadsheets and modify formats in order to independently complete assignments
  • Ability to recommend improvements
  • Ability to resolve problems and questions independently
  • Ability to pay close attention to details and present good planning, organization, and time management skills
  • Ability to handle tasks simultaneously and to work effectively with interruptions and consistently meet or exceed production and quality goals
  • Demonstrated ability to handle confidential or sensitive information or issues
  • Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment
  • Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily
  • Ability to maintain regular attendance as per work schedule agreed with manager (may require working an adjusted work schedule based on project assigned and work overtime if warranted)
  • Ability to comply with applicable laws and regulations, the Company’s Code of Business Conduct and other Company policies and procedures

Work Environment

Spends 100% of time in an office environment


Physical Demands

While performing the duties of this job, is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. Is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Company Overview

Wood is a global leader in the delivery of project, engineering and technical services to energy and industrial markets. We operate in more than 60 countries, employing around 55,000 people, with revenues of around $10 billion.  We provide performance driven solutions throughout the asset life cycle, from concept to decommissioning across a broad range of industrial markets including the upstream, midstream and downstream oil & gas, power & process, environment and infrastructure, clean energy, mining, nuclear and general industrial sectors. We strive to be the best technical services company to work with, work for and invest in. www.woodplc.com

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.


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