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    Site Admin/Jobsite Administrator - Gaithersburg, United States - Hensel Phelps

    Hensel Phelps
    Hensel Phelps Gaithersburg, United States

    3 weeks ago

    Default job background
    Full time
    Description
    Position Description:

    The Administrative Assistant works for the General Manager, Facilities Services (and others as assigned) and performs a wide range of administrative and clerical duties to ensure efficient office operations.

    Position Qualifications:


    • Position requires a high school diploma or equivalent (GED).


    • Must possess a valid driver's license.

    Essential Duties:


    • Type correspondence, forms and reports from rough drafts, notes, or oral instructions. Correspondence typically includes a wide variety of technical terminology associated with the various functional elements of a maintenance and engineering organization. Proofreads prepared material for spelling, grammatical errors, and conformance to formats and procedural requirements.


    • Receives and reviews all incoming correspondence and forwards to appropriate office or individual.


    • Maintain work components in the Computerized Maintenance Management System (CMMS).


    • Research files and prepares prosed responses to correspondence directed to supervisors for review by the manager.


    • Must be fully able to operate all MS Office products including, but not limited to: Word, Excel, Outlook, and PowerPoint. Must be able to create presentations from notes and other background documentation suitable for presentation to senior management of the client or company.


    • Receives visitors and telephone calls, determines the purpose, importance, and priority, and refers to the appropriate individual in the office. When appropriate, personally responds to questions concerning non-technical matters. Whenever necessary, provides supervisor with background information pertinent to subjects, callers or visitors before or during conversations.


    • Maintains daily schedule of appointments, conferences and meetings with authority to commit manager(s)'s time. Adjusts schedule as required to accommodate higher priority requirements and locates an alternate to substitute for the manager at functions which conflict. Makes all arrangements for conferences or meetings at which manager will preside.


    • Responsible for office records management. Ensures that all filing conforms to the prescribed activity filing system. On own initiative, periodically revises files, purging outdated material in conformity with the records retention policy.


    • Receives and reviews all correspondence prepared for signature of manager for conformance with company guidelines. Maintains correspondence control records, logs and action files.


    • Controls a wide variety of incoming and outgoing confidential and or sensitive materials by using appropriate receipt system.


    • Enters information into company accounts payable and payroll systems as assigned. Performs some accounting functions in support of General Manager.


    • Maintains a clean and safe working environment. Maintains tools and equipment in good working condition.


    • Reports unsafe working conditions to appropriate level as required.


    • Run reports, using excel spread sheets to track information, Word documents and memos.


    • Answers maintenance requests via telephone, email and/or written request in addition to dispatching via alpha pagers or hard copies.


    • Tracks and communicates information regarding new hires, using logs and appropriate forms. Communicates with all levels of personnel during both normal working conditions and emergency situations. Assists in data entry as necessary.


    • Assist in hiring process as needed to include scheduling of interviews, drug testing, background checks and physicals.


    • Responsible for providing updated department contact list, emergency phone numbers, and reports from CMMS.


    • Completes required documentation for both the company and the client in timely manner. Documentation is legible and accurate to the best of the employee's knowledge.

    Benefits:

    Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire. Based on position location, a cost of living adjustment (COLA) may also be included (subject to periodic review and adjustment).

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