Administrative Assistant - HR and Legal (HR)

Overview

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.

Job Skills / Requirements

Position Summary

HES is seeking a professional and detail-oriented Administrative Assistant to support both the Human Resources and Legal Departments in our Knoxville office. This position provides administrative and operational support through a variety of office management, records administration, and communication functions. The ideal candidate will be highly organized, capable of handling confidential information, and comfortable working in a fast-paced environment.

Essential Duties and Responsibilities

• Provide administrative support to the Human Resources and Legal Departments.
• Perform general office duties, including ordering supplies, coordinating meetings, maintaining files, and supporting office organization.
• Answer and route incoming telephone calls for the Knoxville office.
• Open, sort, and distribute incoming mail; prepare and process outgoing mail.
• Prepare correspondence, memos, reports, spreadsheets, and other business documents as needed.
• Maintain accurate records, files, and documentation in accordance with company policies and procedures.
• Assist with records management database systems and document retention processes.
• Track, compile, organize, and maintain information to support departmental operations and management decision-making.
• Prepare, maintain, and distribute reports related to assigned administrative functions.
• Review, respond to, and route correspondence as appropriate.
• Coordinate administrative processes and ensure timely completion of assigned tasks.
• Handle confidential and sensitive employee, legal, and business information with discretion and professionalism.
• Assist with special projects and perform other administrative duties as assigned.

Qualifications

• High School Diploma or equivalent required.
• One (1) or more years of administrative experience preferred.
• Proficiency in Microsoft Word, Excel, and Adobe Acrobat.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.

Knowledge, Skills, and Abilities

• Knowledge of general office administration practices and procedures.
• Ability to organize, track, and maintain detailed information and records.
• Proficiency in preparing reports and managing data.
• Strong interpersonal and customer service skills.
• Ability to work independently and collaboratively across departments.
• Strong analytical, problem-solving, and organizational skills.

Additional Information / Benefits

Optional daily pay 

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Short Term Disability, Long Term Disability, 401K/403b Plan