AddressThe Administrative Assistant supports HES Facilities Management by greeting clients/visitors, answering phones, supporting the Director of Facilities which can include sorting and distributing mail, managing calendars, assisting with new employees’ training and assisting with any special projects as needed.
The Administrative Assistant will use a computerized work order system to distribute daily, monthly and emergency work orders to employees. This person will also organize and analyze data found in the work order system to support management in overseeing performance metrics for the facility.
Essential Functions:
This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Duties and Responsibilities:
- Addressing the administrative and receptionist responsibilities, through excellent communication, phone etiquette, organization, and customer service.
Documents Human Resources actions by completing forms, reports, logs, and records. - Sourcing, Interview and complete all hiring documents.
- Open, sort and distribute incoming correspondence and email. Sign for and distribute UPS/FedEx or similarly delivered packages. Prepare responses to correspondence containing routine inquiries. Perform general clerical duties to include, but not limited to, payroll, assisting in HR matters, copying, mailing, and filing.
- Oversee all aspects of general office coordination with a strong ability to multi-task. File and retrieve organizational documents, records, and reports. Coordinate and direct office services, such as records, budget preparation, personnel, and housekeeping.
- Maintain office calendar to coordinate workflow and meetings.
- Schedule and coordinate all training sessions.
- Maintain confidentiality in all aspects of client, staff and corporate information.
- Assure compliance with goals and objectives established with Operations Team.
- Determine the appropriate balance between immediate response repair needs and longer-term projects for maintenance/custodial or alterations.
- Act as key personnel resource, including coordination and relations with other operating divisions.
- Resolve customer complaints, public relations with the all other employees, staff, residents and visitors .
- Organize and plan the training of all skilled and support personnel.
- Manage work order system, Computer Maintenance Management System (CMMS).
- Set up and coordinate meetings and conferences.
- May conduct research, compile data and prepare papers for consideration and presentation to the Director. A strong background in Excel and Word is required.
- Other duties as assigned.
Minimum Qualifications
The requirements listed below are representative of the minimal education, experience, knowledge, skills, and/or abilities required for this position.
Education: High school diploma required, Associates degree preferred.
Certifications: N/A
Experience: At least three (3) years’ experience in general office responsibilities and procedures.
