Facilities Support Assistant

Levare•Midland, TX

4d•Onsite

About The Position

Job Functions/Duties (may be assigned other duties by management) · Answer telephone and gate, give information to callers, route calls to appropriate persons, and place outgoing calls. · Greet visitors, ascertain nature of business, have visitors sign in and give safety information. Direct visitors to appropriate employee. Keep lobby presentable for visitors. · Perform office tasks such as filing, maintain records, process transactions and other similar duties. · Read and route incoming mail and handle shipping and receiving with overnight mail (FedEx, UPS, etc.). · Maintain appropriate levels and monitor office supplies, kitchen supplies, equipment, business cards and other materials to allow Team Members to complete assigned responsibilities and provide for needs by submitting approved requisitions. · Assist staff with review and preparation of reports, presentations, and correspondence. · Maintain/schedule/coordinate conferences, meetings, meals, appointments, and travel/visa arrangements. · Compose letters and memoranda from verbal direction or from knowledge of company policy or procedures, as required. · Assist staff with questions and preparation of expense reports. · Assist with invoicing, preparation of monthly organization charts. · Assist new hires with I-9 completion and retention, coordination/filing/records retention of employee paperwork to/from HR. · Work with IT to set up phones, computers and work stations for new hires including name plates, badges and employee photo. · Maintain and update bulletin board including monthly anniversaries and birthday announcements and posting of organizational announcements and updated labor law posters. · Order service awards and coordinate with supervisors to present to employees each month. · Coordinate facility events, as required. · Contact for Drug and Alcohol screening, Well Review, DOT, On-Call, Safety, Concur, as appropriate. · Other duties, as required to include invoicing, HR support, management support and projects. · Personally observe safety and security procedures and proper use of equipment and material. Actively promote safety process, facility emergency protocols and report any safety issues to proper channels for action.

Requirements

Computer skills with working knowledge of MS Office and/or company specific databases.
Intermediate level skills in Word and Excel are a must.
Knowledge of practices and procedures of the department.
Good oral and written communication and analytical skills.
Ability to meet stringent deadlines and possess good organizational skills.
Commitment to customer service and ability to work in team-oriented environment.
High School diploma or equivalent required.
1+ years of administrative experience required.

Nice To Haves

Associate degree in business preferred.

Responsibilities

Answer telephone and gate, give information to callers, route calls to appropriate persons, and place outgoing calls.
Greet visitors, ascertain nature of business, have visitors sign in and give safety information.
Direct visitors to appropriate employee.
Keep lobby presentable for visitors.
Perform office tasks such as filing, maintain records, process transactions and other similar duties.
Read and route incoming mail and handle shipping and receiving with overnight mail (FedEx, UPS, etc.).
Maintain appropriate levels and monitor office supplies, kitchen supplies, equipment, business cards and other materials to allow Team Members to complete assigned responsibilities and provide for needs by submitting approved requisitions.
Assist staff with review and preparation of reports, presentations, and correspondence.
Maintain/schedule/coordinate conferences, meetings, meals, appointments, and travel/visa arrangements.
Compose letters and memoranda from verbal direction or from knowledge of company policy or procedures, as required.
Assist staff with questions and preparation of expense reports.
Assist with invoicing, preparation of monthly organization charts.
Assist new hires with I-9 completion and retention, coordination/filing/records retention of employee paperwork to/from HR.
Work with IT to set up phones, computers and work stations for new hires including name plates, badges and employee photo.
Maintain and update bulletin board including monthly anniversaries and birthday announcements and posting of organizational announcements and updated labor law posters.
Order service awards and coordinate with supervisors to present to employees each month.
Coordinate facility events, as required.
Contact for Drug and Alcohol screening, Well Review, DOT, On-Call, Safety, Concur, as appropriate.
Other duties, as required to include invoicing, HR support, management support and projects.
Personally observe safety and security procedures and proper use of equipment and material.
Actively promote safety process, facility emergency protocols and report any safety issues to proper channels for action.