Receptionist, Administrative Assistant (Entry Level)

We are one of the leading mechanical contractors in the eastern United States. Our construction and service (mechanical and electrical) experience includes a broad range of commercial and government projects including data centers hospitals sports stadiums convention centers hotels and research laboratories.

Job Title: Receptionist Administrative Assistant (Entry Level)

Location: Ashburn VA

Reports to: Director Administrative Services

FLSA Status: Non-Exempt

Shift: Monday through Friday 8:00a.m. 5:00 p.m.

COMPANY OVERVIEW

The Poole and Kent Corporation is a wholly owned subsidiary of EMCOR Group. Inc. EMCOR is the worlds leading provider of mechanical and electrical construction and facilities services including planning consulting operations and maintenance. Poole and Kent is one of the leading mechanical contractors in the eastern United States. Our construction experience includes a broad range of commercial and government projects including wastewater treatment plants hospitals sports stadiums convention centers hotels research laboratories and data centers.

SUMMARY

The Receptionist Administrative Assistant assists the Company by performing various administrative functions for the Corporate office. This includes handling of all telephone calls greeting visitors assisting with meeting preparation and company events and assisting with onboarding as needed. Attendance and punctuality professional demeanor and etiquette is essential in the performance of this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential responsibilities include performing the following:

• In a professional and courteous manner greet all visitors and notify the appropriate employees that their expecting business guest(s) have arrived.
• In a professional and courteous manner answer all incoming and inter-company phone calls received by the main switchboard screen calls transfer calls to the appropriate company contacts when applicable connect calls to conference settings and take messages collecting pertinent information (e.g. contact name call reference phone number and company identification) and route message via email to the receiving employee.
• Ensure copy machines within the building are well stocked with consumables (toner etc.) and when malfunctions occur with the machine contact the appropriate vendor for repair requests and sending notice to employees via email the status of the equipment out of order or repaired status.
• Ensure the office supply room is organized and inventory is maintained. Responsible for ordering and stocking office supplies. Company provides manual labor to move boxes of paper and heavy items (Receptionist is required to request lifting assistance when orders come in from our Labor Manager).
• Ensure consumables for meeting rooms and kitchen are stocked (coffee creamer sugar water sodas snacks). Ensure cleanliness of meeting rooms and community space and community kitchen and kitchen equipment. Company provides manual labor to move and lift water soda and heavy consumable products to their destination for restocking. (Receptionist is required to request lifting assistance from Labor Manager).
• Assist with new hire onboarding as needed.
• Administrative preparation and generation of computer documentation with accuracy using Excel and Word in support of various ad hoc administrative tasks.
• Required to provide support in meal ordering and pick up for meetings and company events. Mileage reimbursed by the company for personal use of vehicle.
• This position requires reliability with attendance and punctuality.
• This position requires a valid state drivers license and reliable personal transportation.
• This is not a remote/telework position.

SUPERVISORY RESPONSIBILITIES

• None

QUALIFICATIONS

To perform this job successfully the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

You must be work authorized in the United States on a full-time basis without the need for employer sponsorship now or in the future. The Company cannot offer employment to F-1 (student) visa holders who require employer sponsorship in the future or cannot work now on a full-time basis

PREFERRED EDUCATION AND EXPERIENCE

• High school degree or its equivalent with at least two years administrative experience working in a professional office environment
• Proficiency in using Word and creating business letters
• Basic Excel skills desirable.
• Accurate keyboarding skills spelling grammar and punctuation proficiency required. Able to create or update letters/documents within reasonable timeframes required by business leaders

COMPUTER SKILLS

• Proficient usage and knowledge of Microsoft applications particularly Excel.

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Must possess professional written and verbal communications skills.
• Must demonstrate professional emotional intelligence be courteous and steadfast composure.
• Must have the ability to discern work assignment priorities and utilize independent thinking within the scope of authority the position.
• Must demonstrate commitment to performing duties in a safe manner within the scope of company policies state and federal laws.
• Must demonstrate ability to work collectively with peers and in a manner supporting teamwork in the workplace.
• Must demonstrate ability to effectively organize and manage information and processes as required with the position requirements.
• Must demonstrate commitment to company values.

LANGUAGE SKILLS

Must be able to fluently communicate in English both verbally and in writing.

Bilingual proficiency in Spanish is a strongly preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit see talk and hear. The employee is regularly required to use hands to finger handle or feel objects or controls. The employee is required to walk reach with hands and arms and perform sedentary office duties to include typing on provided keyboard and company equipment. The employee may occasionally lift and/or move up to twenty-five (25) pounds with assistance from labor force. Specific vision abilities required by the job include close vision distance vision peripheral vision depth perception and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in professional office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer.

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