Receptionist / Administrative Assistant

Description  

Working with Pro Mechanical Services is not just a job, we provide rewarding, career-growing opportunities coupled with a great work/life balance.   

Pro Mechanical Services is a locally owned business specializing in fully integrated solutions to ensure facilities operate in the most efficient manner possible. We have expertise in HVAC/R, mechanical services, electrical services, and building automation and controls. Our business includes new construction, tenant improvement, facilities upgrades, full service, and preventative maintenance. Our solutions are smart, healthy, energy-efficient facilities. 

Come join a team and carve your niche in this unique field of work that only we offer.  

Position Summary: 

The Administrative Assistant facilitates the efficient operation of Pro Mechanical’s HQ Office and Staff by performing a variety of clerical and administrative tasks. They report directly to the Operations Manager and touch every aspect of the business. This is a unique opportunity in that unlike other similar jobs, this one is designed for growth! All the most recent employees who held this position have progressed in their career WITHIN Pro Mechanical Services. That’s because at Pro Mechanical we believe in mentorship and investing in our employees. Whether you’re looking for a chance to start your career in business or looking to be a foundational member of a growing team, this is an excellent opportunity! 

Primary Responsibilities and Duties: 

• Provides critical operational support and serves as the principal aide to the Operations Manager. 

• Answers and transfers phone calls, screening when necessary. 

• Welcomes and directs visitors and clients. 

• Maintains filing systems as assigned. 

• Manages the receiving lists and mail distribution. 

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed. 

• Responds to and resolves administrative inquiries and questions. 

• Coordinates and schedules travel, meetings, and appointments for managers or supervisors. 

• Prepare agendas and schedules for meetings. 

• Manages mobile device set up and troubleshooting. 

• Records and distribute minutes or other records for meetings. 

• Maintains office supplies and coordinates maintenance of office equipment. 

• Performs other related duties as assigned.  

Additional Responsibilities: 

• Assist with inside sales calls and customer follow up. 

• Support business development team with scheduling and communication. 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer. 

• Must be able to lift up to 15 pounds at times. 

Required Skills: 

• Excellent verbal and written communication skills.  

• Excellent interpersonal and customer service skills. 

• Proficient in Microsoft Office Suite or related software. 

• Excellent organizational skills and attention to detail. 

• Basic understanding of clerical procedures and systems such as recordkeeping and filing. 

• Ability to work independently. 

Preferred Skills: 

• Ability to make sales calls 

• Ability to provide excellent customer service and build strong relationships with clients. 

Education and experience: 

• One to five years of experience in an administrative / receptionist role. 

Benefits:  

• Employer paid medical insurance. 

• Employer paid life and long-term disability insurance. 

• Optional dental, vision and accident insurance. 

• Pay between $18 and $22 an hour depending on experience. 

• Incentive payments for inside sales calls (Ranging from $50-$1,500 per month)