What are the responsibilities and job description for the ModernControls | Executive Administrative Assistant position at ModernControls?
ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, Virginia, Washington D.C. and New Jersey. With over 220 employees, and a fleet of over 150 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.
The ideal candidate will be responsible for many different tasks related to the operations of the business. They will field calls and maintain calendars. Additionally, this individual will organize reports and documents to ensure ease of access.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned :
- Serve visitors by greeting, welcoming, and directing them appropriately, while maintaining a clean and professional workspace at the Lobby Reception Desk
- Operate multi-line telephone system and direct to appropriate party.
- Must have excellent time management and follow up skills necessary to perform in a fast-paced environment.
- Answer visitors’ questions, calls, and emails, and provide them with the relevant information.
- Maintain visitor, employee, and department directories and logs.
- Organize the reception / cafeteria area’s while complying with office procedures, rules, and regulations.
- Process orders for amenities (supplies, paper and pantry supplies) and serve as the main contact for vendors and ensure that they are escorted on the floor at all times.
- Assist with meeting planning including booking rooms, arranging for necessary equipment, creating meeting materials, etc.
- Sign for deliveries and ensure all mail and packages are distributed to accordingly.
- Schedule appointments and ensure that relevant staff are notified and prepared
- Aid the Human Resource department in scheduling interviews, maintaining employee records, and other miscellaneous duties
- Manage schedules for executive calendars, including scheduling meetings, appointments, and events, as well as coordinating travel arrangements and itineraries.
- Communication on behalf of leadership, including writing and editing company communication
- Assist with Purchase Order, shipping and receiving and other ancillary business activities
QUALIFICATIONS
PREFERRED KNOWLEDGE / SKILLS, EDUCATION AND EXPERIENCE :
BENEFITS
