Administrative Assistant / Receptionist

Sitting at the front desk/facility related responsibilities, in charge of updating monitors/trainings being held, if people come in they will be directing where they will be going for trainings, sending out invites for training sessions, notifying the contractor building, if maintenance issues at the facility, answering the phone for delivers going in the gate, at the end of the day responsibility taking walk around facility to make sure everything is locked, setting up training sessions, sharing anything needs to be stocked in the café area(coffee maker is off, water in fridge. MIX of admin duties.

Primary responsibilities include below. Candidate must be able to communicate effectively, hours are M-F 730a-4pm, located in Shrewsbury MA facility. This is not a field location and the work is primarily office based. Safety sensitive position.
• Read/understand schedules and display directions on monitors.
• Direct employees to appropriate training room based upon interpretation of group schedule.
• Scheduling for gas operations training sessions (progression schools, OQ prep sessions, etc..)
• Coordinates training session appointments with employees/supervision for planned absences.
• Uploads training rosters into Learning Central, EWN, OQ team folder, training SharePoint and files hardcopies.
• Compares training rosters against invites, updates the ‘no show’ tracker and reaches out to employees’ supervisor for the reason for the no show.
• Coordinates training appointments with Training department when additional employee training is warranted as specified by policy
• Inspects facility at the beginning and end of day to identify any abnormalities (unlocked or propped open doors/gates. Ensures that all appropriate personnel have left the facility at the end of the day. Ensure that visitors are escorted to the appropriate area in the facility. Monitors front door and gate activities allowing access when appropriate to visitors/staff.
• Point of contact for any building maintenance requests/issues (broken gates, locks, leaks, etc.), deliveries (including monitoring gate & front door, remotely allowing access).
• Directs employees to the appropriate classroom/testing room upon arrival.
• Stocks the kitchen; napkin holders, waters, makes coffees/teas. Cleans up the kitchen at the end of the day. Ensure facility is fully secured at the beginning/end of the day.
• Point of contact for all facilities related deliveries, maintenance, equipment ordering etc..
• Allocates costs in MAXIMO for OQ related testing activities.
• Utilizes MAXIMO to order safety equipment for OQ team.
• Responsible for printing training certificates (FOLD, GSTP) & uploading/providing credit in for individuals in Learning Central. Also, acts as a backup producer for the virtual sessions.
• Periodically, responsible for checking employees out for OQ testing (pull an activity report, compare testing activity against testing sheets, verify appropriate tests were taken, send notification to supervisor of release).
• Periodically assists employees with resetting EWN passwords (ad-hoc basis).
Technical Knowledge/Skill/Education/Licenses/Certifications:
• Working knowledge of Energy WorldNet LMS; Prometric online and bulk scheduling systems; Microsoft suite of products including Office 365
• Knowledge of or ability to acquire knowledge of, LMS system and Workday for employee/department testing information
• Effective communication skills; good written and verbal communication skills
• Ability to work independently with limited supervision; work under pressure in a fast-paced environment
• Ability to develop reports using department applications
• Ability to do skilled typing
• Must be detail oriented and be able to follow instruction
• Must be able to effectively navigate communication and coordination of Operator qualifications, testing and training requirements between Training Department, Gas Operations, EWN and Prometric

• Please provide some detail to why this role is open

Typical task breakdown: (please see notes above)

• Years of experience required

Education & Experience Required:

• high school graduate or above

• people person

• Task oriented