Admin Assistant- HES Facilities (3147)

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

The Administrative Assistant will use a computerized work order system to distribute daily, monthly and emergency work orders to employees. This person will also organize and analyze data found in the work order system to support management in overseeing performance metrics for the facility.

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. Bilingual is preferred

Duties and Responsibilities:

• Addressing the administrative and receptionist responsibilities, through excellent communication, phone etiquette, organization, and customer service. Documents Human Resources actions by completing forms, reports, logs, and records.
• Sourcing, Interview and complete all hiring documents.
• Open, sort and distribute incoming correspondence 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, mailing, and filing.
• Oversee all aspects of general office coordination with a strong ability to multi-task.
• File and retrieve organizational documents, records, and reports.
• Coordinate and direct office services, such as records, budget preparation, personnel, and housekeeping.
• Maintain office calendar to coordinate workflow and meetings.
• Schedule and coordinate all training sessions. Maintain confidentiality in all aspects of client, staff and corporate information.
• Assure compliance with goals and objectives established with Operations Team.
• Act as key personnel resource, including coordination and relations with other operating divisions.
• Resolve customer complaints, public relations with all other employees, staff, residents and visitors.
• Manage work order system
• Set up and coordinate meetings and conferences.
• May conduct research, compile data and prepare presentations for consideration for the Director.
• A strong background in Excel and Word is required.
• Other duties as assigned.

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

• Bi-Lingual is preferred.
• Advanced Proficiency in Microsoft Office and Collaboration Tools
• Excellent work history
• Team focused approach requiring ability to work with others and take direction
• Physically demanding fast-paced environment requiring ability to work efficiently with attention to detail
• Reliable transportation
• Must pass a complete background check

Education: High school diploma required, associate's degree preferred.

Certifications: N/A

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

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.

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HES is a premier national provider of facilities management services focused 100% on educational institutions. Headquartered in Knoxville, Tennessee, HES builds best-in-class programs for custodial, maintenance, grounds, and landscaping services. With hundreds of years of combined facilities experience, the HES leadership team is comprised of results-oriented, hands-on executives and facilities experts who give school facilities their full attention. Whether for a grounds and landscaping program, custodial services, or maintenance solutions, HES will change the way you look at facilities management.

Founded in 1972, HES has a proven track record of working successfully and exclusively in the educational environment, maintaining a singular focus on facilities management, undistracted by competing priorities. HES has earned the trust of over 150 education partners across 29 states. We employ 13,000 dedicated team members and maintain more than 200 million square feet daily.