What are the responsibilities and job description for the Facility Receptionist - Civil Engineering/Construction/Survey position at ELEVATION LAND SOLUTIONS LLC?
Description
Do you constantly seek knowledge? Do you refuse to accept the status quo? Do you run to challenges? Do you celebrate others’ successes? Do you influence through engagement? If these questions resonate with you, keep reading…
Elevation Land Solutions has a unique opportunity for a confident, passionate, innovative professional looking for a growth opportunity with a progressive land development civil engineering firm. Our next Facilities Administrator will be a key team member working closely with various levels of firm management. This position is an important contributor of administrative services to our Construction and Survey office.
MORE IMPORTANT THAN YOUR QUALIFICATIONS ARE THE QUALITIES YOU POSSESS
- Adaptability and the ability to work with different personality types.
- Proactive problem solver.
- Radiate professionalism and diplomacy.
- Exceptional organizational skills.
- Excellent time management.
- Strong written and oral communication skills.
- Ability to master Elevation’s business and services (well-versed in what we do).
- Honor confidentiality.
- Skilled in the art of persuasion and persistence.
- Ability to track and enforce deadlines for building repairs and building maintenance issues.
- Strong administrative and multitasking skills.
- Ability to make independent decisions within a general framework.
- Proficiency in Microsoft Office, Teams, Excel, and Outlook.
- Dependable and available to work overtime as needed.
Requirements
JOB RESPONSIBILITIES AND DUTIES AS OUR FACILITIES ADMINISTRATOR
- Provides executive-level support to Construction and Survey Division Managers.
- Point of contact for all facility repairs and maintenance.
- Creates/revises proposals and letters of response as needed.
- Manages the company’s fleet vehicle program.
- Manages scheduled preventative maintenance work orders for proper scheduling and completion.
- Assists in completing and processing vendor contracts and service agreements.
- Analyzes and audits invoices from vendors and processes payments.
- Assists in the annual budget process by collaborating with department leadership on equipment needs, building improvement project costs, and other departmental costs.
- Coordinates onsite seminars and staff meetings including invitations, reservations, setting up, and cleaning meeting rooms.
- Assists with assembly and delivery of SOQ/RFP responses as needed and within deadlines.
- Assists with updating/editing marketing materials (professional resumes/project sheets) as needed.
- Maintains the inventory of marketing collateral (brochures, report covers and tabs, folders, binding materials) and swag (hats, t-shirts, Koozies, etc.).
- Prepares expense reports for senior management.
- Manages meeting scheduling virtually or on-site through Microsoft Outlook Calendar.
- Maintains comprehensive filing systems and company contacts.
- Manages all incoming/outgoing mail (FedEx, sorting, distribution, etc.).
- Assists in various administrative special projects as needed.
- Orders business cards and name plates as needed.
- Keeps accurate inventory and orders all office, kitchen, snacks, and beverage supplies
- Answers and directs incoming calls.
- Provides customer service to office visitors, vendors, and staff via telephone, email, or in person.
- Produces correspondence, memorandums, letters, forms, and materials daily.
- Can perform the physical demands of a typical office environment.
EDUCATION
High school diploma or equivalent experience.
Physical Demands
Normal office environment.
