Administrative Support Specialist - Part-Time

Job Title: Administrative Support Specialist (part-time)

Company: Chesapeake Controls

Location: Chesapeake, Virginia

About Us: Chesapeake Controls is a leading provider of cutting-edge building automation solutions. With a strong commitment to innovation and customer satisfaction, we specialize in providing building solutions to clients through the sale of HVAC equipment, controls, parts, services, and energy solutions. We transform commercial buildings into smart environments operating in Hampton Roads, Northern Virginia, and Pittsburgh, PA.

Position Overview: We are seeking a highly organized and detail-oriented part-time Administrative Support Specialist to join our team. The ideal candidate will provide crucial Administrative Support to ensure the smooth and efficient operation of our office. The Administrative Assistant will be responsible for managing office tasks, handling incoming calls, coordinating meetings and events, and assisting with various administrative duties as needed.

Part-time: Wednesday-Friday 8:00 a.m. – 4:30 p.m.

Benefits: 401K participation

Key Responsibilities:

Office Management:

• Maintain a clean and organized office environment.
• Manage office supplies and place orders as needed.
• Manage incoming and outgoing mail and packages.
• Provide general Administrative Support to executives and team members.
• Assist with special projects and initiatives as assigned.
• Manage confidential information with discretion.
• Document management and filing of administrative documents, including annual archiving
• Service as director of first impressions greeting guests in the front office
• Daily kitchen/entryway cleaning/sanitize
• Scan/Copy as required
• Receive and process field technicians' packing slips/receipts for reconciliation.

Communication:

• Answer and direct phone calls professionally and courteously.
• Respond to emails and other correspondence promptly.
• Communicate effectively with team members and external stakeholders.

Calendar and Meeting Coordination:

• Assist in organizing company events and functions.
• Order meals/setup for internal meetings/customer meetings/training events

Data Entry and Documentation:

• Monitor and distribute incoming faxes and ‘general’ email box
• Manage internal vehicle inspections/transfers and record
• Manage birthday/anniversary/get well/sympathy cards/flowers
• UPS shipping to employees/customers
• Update Employee Portal announcements to include posting the “On Call” schedule
• Enter data accurately into various systems and databases.

Qualifications:

• High school diploma
• 1-3 years of accounting or office experience.
• Advanced Proficient in Microsoft Office Suite including but not limited to Word, Excel, Outlook, PowerPoint, Mail Merge
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Ability to multitask and prioritize tasks effectively.
• Detail-oriented with a high level of accuracy.
• Professional and positive demeanor.

Chesapeake Controls is an equal opportunity employer. We encourage candidates from all backgrounds to apply.

How to Apply: Interested candidates are invited to submit their resume and a cover letter detailing their relevant experience and explaining why they are a suitable fit for this position at www.chesapeakecontrols.com/careers

Chesapeake Controls is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Note: The above job description is not exhaustive and may be subject to change based on the needs of the business.

For more information or to apply visit www.chesapeakecontrols.com/careers