Administrative Assistant (Operations)

Elgin, IL, United States of America

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Overview

HES is a premier national provider of facilities management services focused 100% on educational institutions.

Headquartered in Knoxville, Tennessee, we pride ourselves on building best-in-class programs for custodial, maintenance, grounds, and landscaping services.

With hundreds of years of combined facilities experience, our leadership team is comprised of results-oriented, hands-on executives and facilities experts who give your facilities our full attention.

Whether for a grounds and landscaping program, custodial services, or maintenance solutions, HES will change the way you look at facilities management.

Want to become part of a winning team with opportunities for growth, career advancement and development? HES Facilities is proud to provide an environment where we support you and your drive for success. We have a passionate commitment to learning and investing in our associates looking to accelerate their careers. We offer a wide range of employment opportunities for professionals and entry level candidates who share our core values.

HES is an equal opportunity employer. HES does not discriminate in employment with regard to race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, marital status, physical or mental disability, military status or unfavorable discharge from military service or any other characteristic protected by law.

Job Skills / Requirements

The Administrative Assistant supports the WFF Facility Services by greeting clients/visitors, answering phones, supporting the Director of facilities which can include sorting and distributing mail, managing calendars, assisting with new employees’ training and assisting with any special projects as needed.

Essential Functions

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Oversee all aspects of general office coordination.

Maintain office calendar to coordinate work flow and meetings.

Maintain confidentiality in all aspects of client, staff and corporate information.

Schedule and coordinate all training sessions.

Interact with clients, vendors and visitors.

Answer telephones and transfer to appropriate staff member.

Open, sort and distribute incoming correspondence, including faxes and email.

Sign for and distribute UPS/FedEx or similarly delivered packages.

Prepare responses to correspondence containing routine inquiries.

Perform general clerical duties to include, but not limited to, payroll, assisting in HR matters, copying, faxing, mailing and filing.

File and retrieve organizational documents, records and reports.

Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping.

May conduct research, compile data and prepare papers for consideration and presentation to the Director.

Set up and coordinate meetings and conferences.

Assists in special events within the Custodial Services Department.

Other duties as assigned by Director.

Set up interviews for the directors

Completes new hire paperwork

Minimum Qualifications

The requirements listed below are representative of the minimal education, experience, knowledge, skills, and/or abilities required for this position.

Education: High school diploma required, Bachelor’s degree preferred.

Certifications: N/A

Experience: At least three (3) years’ experience in general office responsibilities and procedures.

Skills:

Computer knowledgeable of Microsoft Office Product and basic email functions.

Good writing, analytical and problem-solving skills.

Knowledge of principles and practices of organization, planning, records management and general administration.

Ability to follow oral and written instructions

At least three (3) years’ experience in general office responsibilities and procedures.

Ability to work well either alone or as part of a team.

Must be able to pass comprehensive background check and drug screen.

Travel

Minimal travel required.

Physical and Working Conditions

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

The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this job. Usual office working conditions: noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

While performing the duties of this position, the employee is frequently required to walk, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 40 pounds. Manual dexterity and coordination are required while operating equipment such as computer keyboard, calculator, and standard office equipment. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Education Requirements (Any)

High School Diploma or Equivalent

Additional Information / Benefits

Benefits: Medical Insurance, Dental Insurance, Vision Insurance, Paid Vacation

This is a Full-Time position 1st Shift.

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