Administrative Coordinator

2 weeks ago

Halethorpe, Maryland, United States Emcor Inc Full time
Job Title: Administrative Assistant

Location: Baltimore, Maryland

Reports to: Administrative Manager

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.

Job Summary

The Administrative Assistant assists the Company by performing various administrative functions for the Corporate office. This includes handling of telephone calls, greeting visitors, assisting with meeting preparation and company events. Attendance and punctuality, professional demeanor, and etiquette are essential in the performance of this position.

Essential Duties and Responsibilities
  • Assists campus department heads and coworkers with ad hoc administrative tasks, including computer-generated correspondence using Microsoft Office Word and Excel with intermediate end-user capabilities, electronic scanning and copying of documentation, and documentation preparation in electronic and hard format.
  • Assists in preparing for campus meetings, including conference room calendar management, conference room preparation for meetings (e.g., supplies, cleanliness prior to and at the close of meetings).
  • Assists in the preparation of company events, including decorating, meal planning, ordering, layout, and event close-out and clean-up (manual labor is available for lifting and assistance with cleanup of bulk items).
  • Greets visitors and notifies employees of guests' arrival (following company protocols for visitors).
  • Answers incoming and inter-company phone calls received by the main switchboard and handles calls in accordance with company protocols.
  • Maintains supplies within copy machines for functionality (paper, consumables). In cases of equipment malfunctions, contacts the appropriate vendor for repair requests and sends notice to employees via email the status of the equipment 'out of order' or 'repaired status'. Maintains adequate equipment consumable inventory at all times to avoid a zero inventory situation. Communicates status of repairs to supervisor and employees to full resolve.
  • Assists with office supply room inventory and organization (manual labor is available to assist with lifting of supply room items).
  • This is not a telework position, and reporting onsite to perform the work is required.
  • This position requires reliability with attendance and punctuality.
  • This position requires a valid state driver's license and reliable personal transportation.
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.

  • High school degree or its equivalent with at least two years of administrative experience working in a professional office environment.
  • Proficiency in using Microsoft Office, Word, and Excel to complete assigned tasks.
  • 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
  • Proficient usage and knowledge of Microsoft Office, Word, and Excel.
Required Attributes

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

  • Must possess professional written and verbal communications skills.
  • Must demonstrate a professional and courteous demeanor.
  • Must have the ability to discern work assignment priorities and utilize independent thinking within the scope of authority the position.
  • Must demonstrate commitment to performing duties in a safe manner within the scope of company policies, state, and federal laws.
  • Must demonstrate ability to work collectively with peers and in a manner supporting teamwork in the workplace.
  • Must demonstrate ability to effectively organize and manage information and processes as required with the position requirements.
  • Must demonstrate commitment to company values.
Language Skills

Must be able to fluently communicate in English both verbally and in writing.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, or controls. The employee is required to walk, reach with hands and arms, and perform sedentary office duties to include typing on provided keyboard and company equipment. The employee may occasionally lift and/or move up to twenty-five (25) pounds with assistance from labor force. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in a professional office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer.

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