Receptionist / Admin Assistant

Description

W-Industries is an energy service company that specializes in Automation Solutions, I&E Construction Services, Power Generation and Packaged Equipment for the Energy and Industrial markets. Our expertise encompasses the full spectrum of system technologies from pneumatic - hydraulic control systems to state-of-the-art programmable solutions to chemical injection systems, and everything in-between.

W-Industries Receptionist/Admin Assistant role encompasses a broad variety of duties which include answering phones, greeting visitors, scheduling appointments, managing calendars, coordinating meetings, and performing other administrative functions in the office. This role helps to ensure that our customers, vendors, internal and external contacts receive timely support and positive experience about our organization.

Requirements

• Answering phone in a professional manner; screening and routing calls as necessary.
• Greeting customers and visitors with a positive, helpful attitude.
• Assisting guests with their scheduled appointments and helping them to navigate around the office, escorting vendors to the proper area in the office.
• Maintaining established workplace security processes by issuing, checking, and collecting temporary badges as necessary, and maintaining visitors’ log.
• Providing excellent customer service, including responding to requests for information about products or services offered by the company, directing inquiries to the proper person/department on location.
• Managing conference and training rooms activities: arranging daily conference room reservations and setup, distributing meeting materials, assisting room attendees with food and beverage orders, etc.
• Coordinating floating offices (hot desks) reservations for W employees and customers.
• Preparing and setting up offices and cubicles for new occupants.
• Maintaining and updating office phone list and office/cubicle assignments.
• Assisting Executive Projects manager with coordination of special projects, internal and external events, ELT & BOD meetings, marketing requests and orders.
• Working alongside the Facilities & HSE teams to help them manage their day-to-day operations on location.
• Assisting colleagues from other departments (HR, Sales & Business Development, Engineering, Document Control, Estimation) with a variety of administrative tasks; performing ad-hoc administrative duties as needed.
• Managing relationships with administrative vendors such as office equipment & supplies, shredder service, etc.
• Monitoring and restocking office supplies, breakroom and bathroom supplies for the Main Administrative & Engineering buildings, Manufacturing office and Main shop.
• Sorting and distributing incoming mail. Preparing, shipping, and tracking outgoing mail and parcels.
• Performing other clerical duties, such as: data entry, printing, photocopying, scanning, laminating, faxing, filing, binding, and collating.
  
  

Required Skills & Competencies

• Interpersonal skills: Ability to deal with different people and situations in a professional manner. Dependable, consistent, and trustworthy; Assertive and resourceful; Self-motivated, willing to ask questions and take initiative.
• Communication skills: Ability to communicate with customers and colleagues in a variety of ways including in-person, over the phone and through email. Excellent verbal and written communication skills.
• Customer service skills: Ability to maintain professional, courteous, and welcoming attitude with a “customer-first” approach. Excellent problem-solving and conflict resolution skills.
• Multitasking skills: Multitasking expert with ability to maintain balance among multiple priorities. Work effectively under pressure and in a fast-pacing environment.
• Organizational skills: Exceptional time-management, administrative and planning skills with proven ability to meet deadlines. Attention to detail and a high level of accuracy is a must.
• Technical skills: Computer literacy, including Microsoft Office applications (Outlook, Teams, Word, Excel, PowerPoint), web-based and social media platforms, SharePoint and drive storage, messaging tools/applications. Additional technical knowledge of graphic programs (i.e., Photoshop, Adobe, etc.) is desired. General knowledge of office equipment such as multi-line phone systems, computers, printers, scanners.
  
  

Required Experience & Education

• Minimum of 3 years of relevant working experience in a corporate setting.
• High school diploma or equivalent is required.
• Associate’s degree or a certificate in business administration and/or business communications is preferred (but not required).
  
  

Physical Requirements

• Prolonged periods of sitting or standing at a desk.
• Continuously requires vision, hearing, twisting, and talking.
• Some lifting (up to 30 lbs.). Long hours on computer keyboard.
  
  

Offered Benefits

• 401(k)
• Medical, dental, and vision insurance
• Basic Life, AD&D, Short and Long term Disability insurance
• Voluntary benefits
• FSA and HSA
• PTO
  
  

W-Industries is an Equal Opportunity Employer. We ensure that no applicant for employment or employee is denied an equal opportunity based on race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit-based factors.

W-Industries is a participant of E-Verify. E-Verify is an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility.

Salary Description

$17 - $20 / hour