Reception & Administration

MANUFACTURING ENGINEERING SYSTEMS LLC•Honolulu, HI

3h•Onsite

About The Position

This civilian position involves comprehensive reception and administrative duties. Key responsibilities include greeting clients, managing inquiries via email, fax, and phone, and utilizing a customer management system. The role requires strict adherence to Standard Operating Procedures (SOPs) for client referrals, document processing, and facility management. Administrative tasks include assisting with Soldier in- and out-processing, providing information and assistance for Tuition Assistance (TA) applications, maintaining education records, and managing schedules for courses and facilities. The position also entails handling mail, tracking equipment and supplies, assisting with briefings and special events, maintaining literature and marketing materials, and ensuring the cleanliness and operational status of work areas and equipment. Additionally, the role supports Government personnel with various administrative tasks and assists with military training and overall Education Center operations.

Requirements

Shall be able to read, write, speak, enunciate clearly, and fully comprehend the English language.
Customer service skills.
Knowledge of U.S. post-secondary education programs.
Demonstrated knowledge and proficiency in the use of office equipment, Microsoft Office computer programs and web-based applications.
A minimum of one (1) year of relevant experience (reception and/or administrative experience).
30 semester hours of college from an accredited college for new hires.
National Agency Check with Investigation (NACI) is required for this position.

Responsibilities

Greet clients, enter them into a customer management system (Customer Management Tool), and respond to e-mail, facsimile, and phone inquiries in a timely and professional manner.
Follow clearly detailed and specific procedures as prescribed by site Standard Operating Procedure (SOP) or similar directive after determining the reason for the client’s visit or contact and refer the client to the appropriate personnel.
Operate basic office equipment, e.g. photocopier, facsimile, multi-line phone/voicemail systems, mail machines, and basic computer programs.
Assist with administrative aspects of group in- and out-processing of Soldiers and in accordance with (IAW) the current site SOP or similar directive.
Provide general information to Soldiers applying for Tuition Assistance (TA) using the established web-based application process.
Assist with processing of requests for TA and distribution of forms as prescribed by SOP or other similar directive.
Ensure client’s education record information is posted correctly IAW establish web-based application process.
Follow clearly detailed specific procedures as prescribed by site SOP or other similar directive to file or post documents or reports.
Follow clearly detailed specific procedures to publish schedules for courses, track classroom/facility usage, and post schedule changes.
Open and sort mail; receive, date stamp, and distribute IAW local guidance.
Follow clearly detailed specific procedures in completing several repetitive clerical steps to record routine sessions, usage, or participation IAW the site SOP or directive.
Report non-adherence to clearly detailed specific building use procedures to the On-Site Coordinator or other management personnel upon occurrence or IAW with local guidance.
Follow clearly detailed specific procedures as prescribed by site SOP or similar directive to provide access to facilities during scheduled hours of operation and ensure facilities are empty and securely locked when not in use as well as track facility key usage.
Assist Government personnel with tracking of equipment/supplies and completion of hand receipts, subhead receipts and Property Inventory Reports IAW with the site SOP or directive.
Assist Government personnel with rearrangement of materials, classroom equipment, and computers as needed.
Assist with briefings on ACES programs and services, to include but not limited to assembly and distribution of briefing packets and program orientation.
Assist with identifying and ordering no-cost, approved education-related handouts and marketing items from sources such as the Defense Activity for Non-Traditional Education Support (DANTES) and Department of Education and ensure their display is orderly and current.
Maintain and replenish literature/literature rack, publications, and electronic and print bulletin boards, waiting areas, etc. in a neat and professional manner
Support special events as guided by ESO (i.e. college fairs, graduation, etc.)
Maintain personal work area/office in a clean, neat, professional, and orderly manner.
Ensure computers and peripherals are clean and operational.
Maintain administrative files IAW Army Records Information Management System (ARIMS) and ACES information customer management systems.
Review, correct, or recommend corrections to prepared documents for grammar, formatting, and validity.
Assist Soldiers with required military training.
Assist ESO, ESS, and Guidance Counselors as needed in conducting Education Center operation.