Administrative Assistant
Position Overview
The Administrative Assistant will provide essential support to the Engineering Department by managing project status tracking in Microsoft SharePoint, coordinating meetings, monitoring deadlines, and ensuring effective communication between project stakeholders. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, technical environment.
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Key Responsibilities
Project & Document Management
· Maintain and update project status dashboards, lists, and documents in Microsoft SharePoint to ensure real-time accuracy.
· Organize and manage engineering project documentation, ensuring proper version control and accessibility for team members.
· Monitor project progress and escalate potential delays or issues to relevant stakeholders.
Meeting Coordination
· Schedule and coordinate engineering team meetings, cross-functional project reviews, and status update sessions.
· Prepare and distribute meeting agendas, capture meeting minutes, and track action items to completion.
· Manage recurring project check-ins and follow-up meetings to ensure alignment with project timelines.
Deadline & Task Follow-Up
· Track key engineering deliverables and milestones, sending reminders to responsible parties ahead of due dates.
· Maintain visibility on project schedules and proactively address risks to deadlines.
· Support managers in preparing regular status reports for leadership review.
Communication & Support
· Act as a central point of contact for project status inquiries within the engineering department.
· Coordinate with cross-functional teams to gather updates and ensure timely information sharing.
· Provide administrative support for special projects, department initiatives, and process improvements.
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Qualifications Required:
· Proven administrative or project coordination experience (2+ years preferred).
· Proficiency in Microsoft SharePoint for project tracking and document management.
· Strong skills in Microsoft Outlook, Planner, Teams, Excel, and Word.
· Excellent organizational, time management, and follow-up abilities.
· Strong written and verbal communication skills.
Preferred:
· Experience working in an engineering, manufacturing, or technical environment.
· Familiarity with project management tools and methodologies.
· Ability to manage sensitive and confidential information with discretion.
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Key Competencies
· Attention to Detail – Ensures data accuracy and document integrity.
· Proactive Approach – Anticipates needs and follows up without prompting.
· Collaboration – Works well with diverse teams and personalities.
· Adaptability – Manages shifting priorities in a fast-paced environment.
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Physical & Work Environment Requirements
· Office-based with standard work hours; occasional overtime for project deadlines.
· Ability to sit for extended periods and work at a computer.
U-Haul is an equal opportunity employer. All applications for employment will be considered without regard to race, color, religion, sex, national origin, physical or mental disability, veteran status, or any other basis protected by applicable federal, provincial, state, or local law. Individual accommodations are available on requests for applicants taking part in all aspects of the selection process. Information obtained during this process will only be shared on a need to know basis.