Administrative Assistant

BEUMER Group•Hebron, KY

9d•Onsite

About The Position

The Administrative Assistant provides the highest quality of customer service to all customers and vendors while ensuring the efficient day-to-day operations of the on-site Operations & Maintenance Department at the Cincinnati/Northern Kentucky International Airport (CVG) are being carried out. The role also supports management, technicians, and other staff as requested. In providing this support, the position exercises a high degree of initiative, discretion & confidentiality.

Requirements

High School diploma or equivalent
3+ years of experience in an administrative support capacity
Must be eligible to obtain and maintain airside security clearance
Ability to show initiative and work within an environment of frequent interruptions & conflicting priorities
Exemplary organizational and interpersonal skills to meet varying workload demands of the position
Advanced User of Microsoft Word, Excel, Outlook and PowerPoint
Excellent time management skills; attention to detail and the ability to learn quickly
Excellent verbal and written communication skills; ability to maintain confidentiality
Professional, positive, and energetic demeanor

Responsibilities

Responsible for the day-to-day administration of the on-site Operations and Maintenance Department
Answer multi-line telephone system, take accurate messages, screen and direct telephone calls in a professional manner
Ensure hotline phone is answered and checked for voicemail in a professional and timely manner during designated working hours
Reply to general information requests with accurate information
Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Resolve or elevate customer complaints in a professional and timely manner
Use computer word processing, spreadsheets, e-mail, and database software to prepare reports, memos, documents, and communications in an accurate and professional manner
Receive, distribute and file e-mails, faxes, and communications
Maintain accurate files for all service, warranty, and all department related projects
Ensure correct project numbers are applied for time sheets and expenses
Responsible for monthly invoicing, payroll, employee schedules, accounting for site spending, expense, and expense reports
Order uniforms; maintain and order office supplies
Maintain and track Security Badges / Airside Passes for all team members, including new applications, expiration dates, status of temporary access cards, etc.
Maintain maintenance and installation service schedule
Maintain accurate files and logs for all service personnel time
Make travel, meeting and other arrangements for service personnel and staff
Forward completed service and warranty claims to Accounting/Finance for invoicing
Record and verify accuracy of weekly time sheet submittments
Accurately maintain minutes of meeting and trip reports; distribute accordingly
Act as Liaison between on-site team and the People and Culture team at the BEUMER Corporate office
Perform other related duties as assigned