Lockheed Martin Administrative Assistant Specialist in Burbank, California
Specific Job Description: Front Desk Administrative duties, including general administrative tasks, records coordination, and project manager (PM) support: Act as receptionists for all incoming deliveries and visitors. Finalize letters, copy, and make distribution via mail, express, or electronic. Mail: Physically go to mailbox in lobby, open mail, date stamp and code, scan, and distribute through e-mail to addressee. Process report deliverables: CDs and hardcopy reports for library shelf and archiving. Filing: File incoming/outgoing e-file in shared drive, hardcopy documents in drawers, make folders. Answer Office telephone calls (Brian, Gene and Pat's lines), direct calls or take messages. Prepare Federal Express and outing mail (labels, envelopes, and postage). Coordinate Remediation Weekly Inputs onto share drive and edit for director's review. Maintain conference room scheduling, order business meals, and setup, cleanup. Maintain office supplies ordering and storing of coffee and kitchen supplies. Share coordination and maintenance of office equipment: Telephones, Postage machine, coffee brewer, fax machine, copier, printers. Share coordination with building management regarding office AC, lighting, janitorial, pest control and other building issues. Support of conferences, seminars, records support, training and team building (occcasional travel required). Respond to records requests from PMs, contractors, legal, and other LMC organizations. Records coordinator for the Remediation Discontinued Operations Remediation Department: -Search databases, files, bounded binders for data to order requested records. -Create reports for requester exporting data to text readable for electronic transmission, create orders for box retrieval from Iron Mountain. Catalog Remediation Department deliverables (reports, CDs, and drawings for permanent storage at iron Mountain): Assign Report/Catalog Number for control, shelf and archive a copy (per item or report). Catalog document boxes of central files, manager's files, and special search projects for disposition. Review Burbank Destruction lists for Remediation, legal and tax to make recommendations to management. Collaborate with EESH Bethesda Records Coordinator. Remediation Department Records Coordinator on the selected boxes for destruction to ensure complaince with regulatory, legal, and company policy. Respond to records management questions regarding retention and procedures. Capture new "Requirements" documents and load onto share drive and archive records-advise PM. Train temps for special records tasks such as new remediation project document search, cost recoveries, and litigation support as needed. Coordinate Iron Mountain Account and orders for Burbank Office. Work Group Collaboration -Coordinate and maintain document management system Input information into WGC. Provide training to individuals on WGC. Download invoice information from Apollo Systems as directed. Initiate check requests for project invoices such as cash calls, permits, licenses, taxes and prepare transmittals for check delivery proof. Coordinate Hazardous Waste Management system. Enter Hazardous Waste Manifests into Manitrak (hazardous waste manifest tracking database) for all project sites with hazardous waste and ensure DTSC copy is submitted by deadline. Contact transporters and Facility receiving waste for verification. Prepare calculations for State Board of Equalization Generator's fees every six months and prepare Hazardous Waste Verfications annually; generate check requests, and submit fees in required time frame. Provide support for Bienniel Hazardous Waste report to Project managers. Support training/orientation of contractors and new employees`
Basic Qualifications Possesses general secretarial and administrative office skills including good communication skills:
• Working knowledge of Windows and Microsoft Office and the ability to quickly learn new software applications along with ability to use desk top, laptop and LAN configurations
• Ability to coordinate and maintain office correspondence system including finalizing letters and reports
• Skill in managing multiple calendars and coordinating meetings and conferences
• Ability to arrange and coordinate multiple travel arrangements and support documentation of travel reports
• Working knowledge of library of document management system similar to a Dewey decimal classification system.
• Experience in coordinating and documenting telecommunication calls
• Coordinate acquisition of office supplies and materials including maintenance of office equipment
• Provide guidance and direction and backup, as needed, to lower-level secretaries and other clerical employees.
Desired skills Familiarity SharePoint, P2P, Atlas, Concur, IMConnect
As a leading technology innovation company, Lockheed Martin’s vast team works with partners around the world to bring proven performance to our customers’ toughest challenges. Lockheed Martin has employees based in many states throughout the U.S., and Internationally, with business locations in many nations and territories.
Join us at Lockheed Martin, where we’re engineering a better tomorrow.
Lockheed Martin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
Job Location(s): Burbank California