Administrative Assistant

3 weeks ago

Fairfax, United States PEG LLC Full time

Who Are We?

PEG, LLC is in its twenty-sixth year being a diverse energy efficiency, engineering, environmental and management consulting firm operating principally in the Eastern and Central United States.

As a leader in Home Energy Ratings, a winner of multiple Energy Star Awards, and a standout in the construction industry, PEG has provided Home Energy Ratings for over 170,000 homes. We strive to continually improve building energy efficiency and therefore, the quality of homes and life in the communities that we service.

Please visit our website at www.pegenv.com to learn more about PEG 

Who Are You?

PEG, LLC is in need of a motivated, team oriented, outgoing individual to fill the position of Administrative Assistant.  This position will provide support in a wide variety of administrative services that directly contributes to the success of day-to-day operations that affect every department within the organization.  The ideal candidate will be extremely detail oriented, well organized, and possess the ability to juggle multiple projects simultaneously and manage time efficiently with limited oversight.

As one of the first points of contact, this position assists in laying the foundation in creating a positive experience with internal and external clients.  It sets the stage for how internal and external clients view the company, its services, its employees, and its mission.  The qualified candidate is expected to have strong initiative and excellent communication skills, which will be essential in communicating with multiple personalities, different career specialties, and levels of management. 

The Role

Job Location:

This position is based in our main office in Fairfax, VA.

Essential Functions:

Assist Administrative Support Team, as needed, in answering phone calls from the main line

Assist with the overall organizational structure for the office, including inventory control, replenishment of materials/supplies/groceries, and maintenance of office equipment

Assist in organizing company functions, meetings, and events including assisting with catering orders, booking conference rooms, and ordering supplies, if needed.

Coordinate travel arrangements, as needed, and assist in overseeing the company’s rental car/ride share accounts

Assist the Design Department in properly distributing and assigning incoming service tickets from clients on a daily basis as well as creating/generating reports detailing data from these service tickets on a monthly basis.

Assist in distributing and assigned services in PEG’s internal helpdesk support system and ensure follow up by tracking the Turn Around Time (TAT) for closing out service tickets

Assist with customer service requests received through the Field Requests Inbox, ensuring prompt resolution of field-related inquiries and monitoring Turn Around Time (TAT) for request closures.

Assist in coordinating and facilitating shipping distribution companywide for the Field Operations Department including distributing new employee equipment and ongoing equipment requests.

Assist in the procurement and inventory management of field supplies, internal printing materials, marketing/promotional materials, and other related items.

Assist other departments within the organization by fulfilling operational tasks as needed while providing the utmost professionalism and customer service to internal and external clients.

Carry out other administrative tasks as needed such as preparing presentations, creating/updating Standard Operating Procedures (SOPs), generating/revising reports in Microsoft Excel, mail distribution (USPS/FedEx), filing, making copies, processing documents (i.e. letters, correspondence, reports, agendas, minutes), and other related items.

Handle sensitive information in a confidential manner

Performs other related duties as assigned.

Education/Experience:

2+ years of previous work experience in a Business Administration Position or related field is required

Additional Requirements:

Applicable knowledge of basic principles of administrative/office policy and procedure

Must have strong software skills with Microsoft Excel, PowerPoint, SharePoint, Microsoft Outlook, Microsoft Word, and other related software programs

Expert ability to effectively communicate with other disciplines or groups and resolve schedule conflicts

Excellent attention to detail, organization, and team collaboration skills

Must be dependable, self-directed, and able to complete projects with limited supervision

Must have outstanding verbal/written communication skills and effective interpersonal skills

Proactive problem solver with the ability to multi-task, prioritize, and manage time effectively

Strong phone contact handling skills and active listening

PEG LLC is an Equal Employment Opportunity Employer.

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