Applies to all activities and guidelines for operations performed by the Administrative Assistant/Receptionist. The primary function of this position is to assist all personnel/clients/and potential employees by performing the following duties and to complete needed tasks. This job description shall be reviewed as needed.
Answers incoming telephone calls, determines purpose of callers, and forwards calls and voicemails to appropriate personnel or department. Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
Maintain and file documents in personnel files in E-File.
Receives, sorts, and routes mail.
Maintains copy/scan/fax machines.
Prepares New Hire packets for Onboarding/Orientation and submits material supply requests (MSR) to the warehouse for new hire orientation boxes.
Assist with the onboarding process by coordinating physicals for pre-employment candidates and ensures the orientation packets are printed before orientation.
Complete purchase order requests for engineers.
Run weekly reports. Track various project data. Establish, develop, analyze, and maintain logs of technical data.
Compile final documentation package and operation and maintenance manuals for all new builds prior as completion occurs.
Supports the Human Resources and Construction Departments with administrative duties as needed.
Efficient administration of the receptionist/front office including the meet and greet of visitors, incoming calls, contact lists, scheduling of conference rooms, conference rooms scheduling and escorting candidates to interviews.
Ensure material supply requests are completed timely for purchase order approval. High school education or equivalent is required.
Ability to read and interpret written instructions, short correspondence, and memos. Ability to write simple correspondence.
At least 6 months previous administrative assistant experience or as deemed sufficient by management.
While performing the duties of this position the employee is regularly required to stand; walk; sit and talk or hear. The employee must occasionally lift and/or move up to 25 pounds.
This job is usually in an office setting and the noise level is quiet.