Administrative Assistant Facility

CGL Companies•Waverly, VA

7d•$22 - $27•Onsite

About The Position

The Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as assisting with scheduling meetings and data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service.

Requirements

High School Diploma or GED equivalent required
1-3 years of previous administrative assistant experience required
Must communicate effectively both orally and in writing.
Able to meet deadlines while handling several priorities.
Must be a team player, have a strong work ethic, a positive attitude, and a desire to succeed.
Must be computer literate, and be proficient with Microsoft products (Word, Excel, and Outlook) as well as the use of office equipment (scanner, copier, etc.).
Must be customer service-oriented and professional.
Solid time management and organizational skills with attention to detail.
Excellent teamwork and interpersonal skills.
Ability to work independently.
Requires a detail-oriented, self-starter who takes initiative, can prioritize, and multitasks in a busy environment.
Ability to accept new responsibilities and adapt to changes in procedures and processes, and work as part of a team.
Must demonstrate strong written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
Skilled in executing multiple projects, handling several priority tasks, and meeting deadlines.
Works efficiently according to priorities.
You must be able to pass a drug, background screen and physical abilities test/motor vehicle record check (if one is required per the position).

Nice To Haves

Associate's Degree preferred
1-3 years of Accounts Payable experience preferred
Notary License preferred

Responsibilities

Responds to incoming telephone calls and customer/vendor requests; communicates messages to the maintenance team as necessary.
Operates a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System).
Operates general office equipment, including printers, scanners, fax machines, and copiers.
Assists the Facility Manager with new-hire onboarding by ensuring new hires have credentials/logins set up across all electronic platforms (Ultpro, MiHR, Outlook, CMMS).
Supports and assists in the follow-up of employee safety and compliance training, including annual corporate training.
Assists job applicants with completing facility background checks, as required.
Orders office supplies as directed by the Facility Manager.
Organizes and maintains general office files in an accurate and timely manner.
Organizes and distributes maintenance staff mail.
Manages office housekeeping to ensure the office is presentable to visitors.
Schedules appointments and meetings as requested; handles meeting logistics.
Assists the Facility Manager with preparing meeting materials as needed.
Communicates effectively with Facility Manager, maintenance staff, and others in written and oral form to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems.
Inputs and closes work orders for CMMS (Computer Maintenance Management System).
Processes/Codes Vendor/Subcontractor invoices for payment.
Provides real-time scheduling support by booking appointments and preventing conflicts as needed.
Maintains polite and professional communication via phone, e-mail, and mail.
Assists in training new hires on the use of CMMS.