Receptionist, Administrative Assistant (Entry Level)

Job Title:                    Receptionist, Administrative Assistant (Entry Level)- TEMP to PERM 

Location:                    Baltimore, MD 21227

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 world’s 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 at the direction of Marketing, and maintaining company contact directories with accuracy. 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).
• 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 driver's 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.

 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