What are the responsibilities and job description for the Administrative Assistant position at MODERNCONTROLS LLC.?
Job Description
Job Description
Description : SUMMARY
ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, and New Jersey. With over 210 employees, and a fleet of 120 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help facility managers control building environments and operating costs. We are actively seeking a Receptionist to join our growing company. As a Receptionist, you will be responsible for greeting clients and visitors to the New Castle Office and acts as initial point of contact on behalf of the Company. The receptionist monitors the reception area during office hours.
Essential Duties & Functions
- Answer 8 phone lines, forward call to appropriate person or prepare message and or connect to voicemail in a manner consistent with Company policy.
- Engage specific service team protocol for contacting service manager or technician as necessary
- Update Purchase Order Book at end of the day
- Greet guests.
- Open, stamp with received date & distribute mail immediately upon delivery.
- Perform word processing and document handling necessary to complete proposals, reports, memos, and correspondence as required to conduct daily business. Perform word processing such as creating forms, memos, correspondence, proposals, reports, estimation sheets and spreadsheets as needed.
- Type file labels and assemble files upon request.
- Type mailing envelopes as needed and prepare outgoing FedEx packages.
- Typing bid and bid correspondence as directed by Salesperson to meet deadlines.
- Check office supply closet and front desk - including toner and supplies for office machines. Compile and transmit weekly supply order.
- Maintain office machines including postage machine, copy machine, printers daily. Communicate with vendors regarding phone and office equipment maintenance and problems.
- Responsible for maintaining the appearance of kitchen and reception area (open / close blinds, chairs pushed in, tables clean, etc.).
- Assist Admin. Team as needed (filing, calls, typing, etc.).
- Contact Mechanics when material for specific jobs has arrived.
- Make green copies for received material
- Enter and give out purchase orders as needed
- Mark Accounts Receivable invoices paid.
- Maintain EZ-Pass account
- Other duties and responsibilities as assigned.
Requirements :
Equipment To Be Used :
Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner and microsoft platforms.
Typical Physical Demands :
Manual dexterity sufficient to operate standard office equipment.
Typical Mental Demands :
Able to deal with stress associated with fast-paced work environment. Multiple priorities / tasks. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.
Working Conditions : Works in typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule.
