PT Administrative Assistant

PT Administrative Assistant

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

The Administrative Assistant supports HES Facilities greeting clients / visitors, answering phones, supporting the Director of facilities which can include sorting and distributing mail, managing calendars, assisting with new employees' training and assisting with any special projects as needed. Essential functions include overseeing all aspects of general office coordination, maintaining office calendar to coordinate work flow and meetings, maintaining confidentiality in all aspects of client, staff and corporate information, scheduling and coordinating all training sessions, interacting with clients, vendors and visitors, answering telephones and transferring to appropriate staff member, opening, sorting and distributing incoming correspondence, including faxes and email, signing for and distributing UPS / FedEx or similarly delivered packages, preparing responses to correspondence containing routine inquiries, performing general clerical duties to include, but not limited to, payroll, assisting in HR matters, copying, faxing, mailing and filing, filing and retrieving organizational documents, records and reports, coordinating and directing office services, such as records, budget preparation, personnel and housekeeping, conducting research, compiling data and preparing papers for consideration and presentation to the Director, setting up and coordinating meetings and conferences, assisting in special events within the Custodial Services Department, setting up interviews for the directors, and completing new hire paperwork.

Minimum Qualifications

Education : High school diploma required, Bachelor's degree preferred. Experience : At least three (3) years' experience in general office responsibilities and procedures. Skills : Computer knowledgeable of Microsoft Office Product and basic email functions. Good writing, analytical and problem-solving skills. Knowledge of principles and practices of organization, planning, records management and general administration. Ability to follow oral and written instructions. Ability to work well either alone or as part of a team. Must be able to pass comprehensive background check and drug screen. Travel : Minimal travel required. Physical and Working Conditions : Usual office working conditions : noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. While performing the duties of this position, the employee is frequently required to walk, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 40 pounds. Manual dexterity and coordination are required while operating equipment such as computer keyboard, calculator, and standard office equipment. Specific vision abilities required by the job include close vision and the ability to adjust focus. This is an in office job, M-F.