Receptionist/FM Administrator

Receptionist/FM Administrator

Hanley Energy is a globally recognized innovator in mission critical power and energy efficient technologies with United States headquarters based in Ashburn, Virginia with regional offices in Boardman, Oregon. We also have a global presence in Ireland, Australia, Germany, South Africa and the Nordics.

We specialize in the design, source, supply, installation and commissioning of critical power and energy management solutions - from the power grid all the way to the factory process equipment and Data Center IT rack - coupled with comprehensive service and maintenance, security, consulting and training.

Our approach is to develop partnerships with clients, ensuring excellent delivery coupled with cost-effective technology solutions. In this way, we help our clients to reduce energy costs, ensure 100% up-time and optimize their operational competitiveness. We are looking for Receptionist to join our team in Ashburn, VA.

Receptionist/FM Administrator

The role of Receptionist/ FM Administrator is within the Hanley Energy US East Region working from our Ashburn, Virginia location. The Receptionist serves as the first point of contact for visitors, clients, and employees, providing professional and welcoming experience. This role is responsible for managing front desk operations, handling incoming calls, and providing administrative support to ensure smooth daily office operations. This role will report onto the Facilities management Dept.

This position will support various main office functions including:

• Serve as the first point of contact for all visitors, clients, contractors, vendors, and suppliers, greeting and assisting them in a courteous and professional manner
• Answer, screen, and direct incoming phone calls promptly and professionally
• Manage front desk operations, including visitor sign-in and badge issuance
• Print, track, and issue Staff, Visitor, and Contractor ID badges
• Maintain a clean, organized, and professional reception area
• Receive, sort, and distribute daily mail and deliveries
• Schedule appointments and manage conference room bookings
• Coordinate office supplies and stationery inventory, including ordering across all four sites
• Provide general administrative support, including data entry, filing, and document preparation
• Maintain accurate and up-to-date records, databases, filing systems, and the office management system for the Facilities Management (FM) Department
• Support contracted partners and Facilities vendors as needed
• Assist with internal communications and employee inquiries using CMMS systems
• Assist with energy and waste management tracking and data entry in SharePoint systems
• Support the planning and execution of hospitality events
• Promote and instill a strong customer-focused culture within the Facilities Team
• Perform ad hoc administrative duties and, on occasion, provide on-site support to other departments as directed by the Facilities Manager

Qualifications:

• High school diploma or equivalent required; additional administrative training is a plus
• Proven experience in a receptionist, front desk, or administrative support role preferred
• Proficiency in Microsoft Office (Outlook, Word, Excel) or similar systems
• Strong verbal and written communication skills
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• 3 years Administrative Office experience is preferred

Skills & Competencies

• Professional demeanor and customer-service mindset
• Strong interpersonal and communication skills
• Time management and organizational ability
• Dependability and discretion when handling confidential information
• Ability to work independently and as part of a team
• Bilingual skills required/preferred; must be fluent in English and Spanish

Working Conditions

• Office-based role with extended periods of sitting
• Occasional lifting of office supplies (up to 20 lbs.)
• Office hours are 0900hrs to 1700hrs (9AM- 5PM) daily Monday to Friday.

Qualifications:

• High school diploma or equivalent required; additional administrative training is a plus
• Proven experience in a receptionist, front desk, or administrative support role preferred
• Proficiency in Microsoft Office (Outlook, Word, Excel) or similar systems
• Strong verbal and written communication skills
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• 3 years Administrative Office experience is preferred

Skills & Competencies

• Professional demeanor and customer-service mindset
• Strong interpersonal and communication skills
• Time management and organizational ability
• Dependability and discretion when handling confidential information
• Ability to work independently and as part of a team
• Bilingual skills required/preferred; must be fluent in English and Spanish

Working Conditions

• Office-based role with extended periods of sitting
• Occasional lifting of office supplies (up to 20 lbs.)
• Office hours are 0900hrs to 1700hrs (9AM- 5PM) daily Monday to Friday.