Primary Purpose

The primary purpose of this position is to support the workflow of colleagues, management, and other departments by maintaining and developing tools and data that increase their productivity and accuracy. An Administrative Support Specialist provides a range of office support and requires a responsible individual who has some independence to prioritize assigned projects while keeping up with regular responsibilities. Successful candidate will have excellent computer and communication skills, advanced/expert Excel skills, and the ability to prioritize responsibilities.     

Description

This position requires knowledge and advanced/expert level skills in Office 365, primarily Excel, to assist in maintaining, improving, and developing user-friendly datasheets/databases and easy-to-read reports. Must be able to record, audit, and manage a variety of administrative and project specific related information independently or with others. Some duties include data entry, maintaining regular reports, researching discrepancies, and manipulating exported data.     

Essential Functions

• Write/Edit VBA coding for the creation or modification of macros.
• Work in tables, write and understand complex formulas, and troubleshoot formulas.
• Help develop reports and analysis, including creating and manipulating data using pivot tables.
• Responsible for assigned day to day activities and support various departments, colleagues, project managers, and upper management as needed.
• Provide backup support to other departments and teams when necessary, including being fully cross-trained in Cost Control Department (Customer billing).
• Assist with auditing, researching, and reconciling posted job cost using existing Excel databases, including running log of actions/notes for outstanding open commitments (committed project cost).
• Maintain accurate and up-to-date information in various datasheets/databases, some project or department specific, provide usable information outside of systems for specialized reporting, and distribute reports as required.
• Learn and maintain knowledge of how to navigate available company specific software and datasheet/database tools, such as eCMS, AS400, and Business Objects reporting.
• Handle sensitive information in a confidential manner and distribute important materials, sometimes date sensitive, to relevant parties as required.
• Prepare, format, and/or proof a variety of materials, documents, reports, presentations, and other correspondence
• Effectively communicate and provide clear outlines, descriptions, and plan of action for recommended solutions, development of, or modifications to existing datasheets/databases

 Job Requirements

• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail, problem solving, and decision making skills
• Excellent written and verbal communication skills including the ability to proofread and edit
• Strong organizational, planning, and time-management skills with proven ability to meet deadlines
• Computer and typing skills; Proficient in Office 365 (MS Office)
• Advanced/Expert Level in Microsoft Excel (Some experience VBA coding/Macro editing required)
• Interpersonal skills 
• Must be able to pass pre-employment drug screen
• Must be able to pass background check

Education and Experience: 

• Data Entry: 2 years (Preferred)    
• Administrative Assistant: 1 year (Preferred)    
• Microsoft Excel: Advanced/Expert Skill Level (Required)    
• High school diploma or equivalent  

 Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times. 

Tools and Equipment Used 

• Office equipment

Environmental Conditions Most of the work is done in an office environment. 
Gulf Island will not sponsor applications for work visas. Additionally, applicants for employment with Gulf Island must be currently authorized to work in the United States on a full-time basis. Accordingly, Gulf Island will not consider applications from candidates who require the company to sponsor a work visa and who are not currently authorized to work in the United States on a full-time basis.
Gulf island is not accepting unsolicited candidates from search firms for posted employment opportunities. Please no phone calls or emails. All resumes submitted by search firms to Gulf Island employees via email, the internet, or any other form and/or method without a valid written search agreement in place for the position will be deemed the sole property of Gulf Island. No recruiting placement fee will be paid in the event Gulf Island hires the candidate due to the referral or through other means.