TheAdministrative Assistant will maintain efficient and smooth operation of the CTEH and Montrose facilities by directing vendor contracts/agreements and ensuring all administrative activities are completed effectively and efficiently. This position requires excellent organizational, time management, and communication skills and the ability to effectively collaborate with multiple teams and remain flexible. The Administrative Assistant Coordinator will greet, assist, and provide directions and information to clients, visitors, and other guests of the organization. The ideal candidate will enjoy the challenges of supporting a fast-paced office environment and will be able to work independently.
Job Type: Full-time
Pay Range: Commensurate with Experience
ACTIVITIES/TASKS/SCOPE
- Ensures assigned equipment is in proper working order and available for use.
- Maintains physical space, ensuring a safe, clean, and functional environment.
- Receives, manages, and processes work order requests; ensures problems are resolved quickly.
- Acts as liaison between employees and any outside contractors needed to resolve specialized problems.
- Drafts and implements preventive maintenance schedules for buildings and equipment.
- Ensures safety standards are followed throughout the facility.
- Participates on emergency preparedness planning team.
- Applies, or assists with application, for required environmental permits.
- Greets clients, visitors, and guests; determines the purpose of each person's visit and directs or escorts him or her to the appropriate location.
- Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.
- Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
- Performs administrative and clerical support tasks.
- Performs basic filing and recordkeeping.
- Maintains inventory of supplies; reorders as needed.
- Responsible for the security, maintenance, and services of multiple facilities to ensure that they meet the needs of the organization and its employees.
- Manage all facilities staff andexternal contractors.
- Manage access to Workday for all part-time staff.
- Train newly recruited part-time staff on time and expense entry.
- Assist other groups with Workday needs.
- Liaise with all departments regarding facility and administrative issues.
- Perform other duties as are assigned.
- High School diploma or equivalent (required) or bachelor's degree (preferred).
- Minimum of three to five years of experience in an administrative position in a major corporation or industry.
- Advanced proficiency in a Windows-based platform with professional knowledge of Microsoft Office Suite (required).
- Able to establish and maintain effective working relationships.
- Maintains a positive outlook and provides a friendly and welcoming environment for all stakeholders.
- Able to maintain confidentiality and the highest degree of professionalism.
- Established experience in evaluating, onboarding, training, supervising, and motivating administrative employees.
- Ability to work overtime as requiredand meet deadlines.
- Strong communication (both written and verbal), leadership and time management skills.
- Proficient with the use of computers and software programs used in finance and business.
- Critical thinking, interpersonal and problem-solving skills.
- Strong analytical skills, detail-oriented and exceptional organizational and multitasking abilities.
- Reliable and self-motivated.
- Current driver's license (required).
Thephysical demandsdescribed below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sitting, standing, and walking.
- Infrequent lifting to 10 pounds.
- Infrequent overhead lifting to 10 pounds.
- Bending, climbing, and stooping.
- Long hours involving overtime and weekends as necessary.
- Keyboarding/typing.
- Ability to read effectively from a computer screen and/or a paper copy.
- Works in an office environment and potentially travel to various sites.
- This job role requires 100% in-person attendance. Working remotely will only be considered on a case-by-case situation and is not guaranteed.
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