Hunt Companies, Inc
Position Summary
The Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as scheduling meetings and interviews; data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service.
Essential Job Functions
- Responds to incoming telephone calls and customer/vendor requests; communicates messages to maintenance team as necessary.
- Operates a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.).
- Operates general office equipment such as printers, scanners, fax machines, copiers, etc.
- Assists the Facility Manager with new hire on-boarding utilizing Ultipro.
- Assists new hires with accessing corporate systems such as MiHR, Concur expense reporting, employee benefit enrollment, etc.
- Assists job applicants with completing facility background checks, as required.
- Orders office supplies as directed by the Facility Manager.
- Organizes and maintains general office files in an accurate and timely manner.
- Organizes and distributes maintenance staff mail.
- Skilled in executing multiple projects, handles several priority tasks, and meets deadlines.
- Works efficiently according to priorities.
- Manages the housekeeping of the office to ensure that it is presentable to visitors.
- Schedules appointments and meetings as requested; handles the logistics for meetings.
- Assists the Facility Manager with the preparation of meeting materials as necessary.
- Communicates effectively with Facility Manager, maintenance staff and others in written and oral form in order to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems.
- Inputs and closes work orders for CMMS (Computer Maintenance Management System).
- Processes/Codes Vendor/Subcontractor invoices for payment.
- Performs other duties and projects as assigned.
Education
Must have a high school diploma or equivalent GED. Minimum of Associates degree preferred.
Experience And Qualifications
- Must have at least two years of previous administrative assistant experience. One year of Accounts payable experience is also required.
- Valid State Notary Public certification a plus.
- Must communicate effectively both orally and in writing.
- Able to meet deadlines while handling several priorities.
- Must be a team player, have strong work ethic, positive attitude, and desire to succeed.
- Must be computer literate, and be proficient with Microsoft products (Word, Excel, and Outlook) as well as the use of office equipment (scanner, copier, etc.).
- Must be customer service oriented, and professional.
- Solid time management and organizational skills with attention to detail.
- Excellent teamwork and interpersonal skills.
- Ability to work independently.
- Must be able to pass a pre-employment drug test and extensive criminal background checks.
Other Skills
Requires a detail oriented, self-starter, who takes initiative, able to prioritize, and multi-task in busy environment. Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team. Must demonstrate strong written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
To apply for this job please visit recruiting2.ultipro.com.