Job Title: Administrative Assistant/Receptionist
Department: Operations
Reports To: Facilities Manager
Status: Non Exempt
Pay Grade: NE07

Summary:
Supports the operational staff of the AAC facility. Answers calls and transfers them to their appropriate destinations. Reserves conference rooms for general meetings.

Essential Duties and Responsibilities: include the following, other duties may be assigned.
• Designated main contact for all Operation calls including answers and transfers;
• Greets scheduled visitors and directs to appropriate area or person;
• Retrieves and enters all employee scheduling
• Organizes and maintains filing and record keeping system;
• Acts as liaison between vendors, suppliers and subcontractors as directed by manager;
• Maintains calendar of events for department, schedules/coordinates, reserves and prepares for meetings including Facility Manager, staff and safety meetings and sends out reminders;
• Prepares outgoing mail and correspondence, including email and faxes, and make copies of correspondence or other printed material and distributes incoming departmental mail,
• Maintains help desk and work order requests;
• Prepares special and timely reports by providing research, gathering data, assembling and summarizing information in a presentation format for equipment downtime, data entry, and customizing reports for management;
• Maintains Epac System for HVAC, Maintenance, Housekeeping and Electrical crews;

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The employee should also have the following qualifications:

Education and/or Experience:
High School Diploma/GED required;
Bilingual preferred;
2 or more years related work experience in work order processing.

Competencies:
To perform the job successfully, an individual should demonstrate the following competencies :

Project Management Completes projects on time, Collects and researches data; Gathers and analyzes information skillfully.
Customer Service Responds promptly to customer needs; Responds to requests for service and assistance; Treats others with respect and consideration regardless of their status or position;
Communication Skills Listens and gets clarification; Participates in meetings; Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Demonstrates accuracy and thoroughness;

Professionalism Maintains confidentiality; Shows respect and sensitivity for cultural differences; Upholds organizational values; Follows policies and procedures; Completes administrative tasks correctly and on time; Meets productivity standards; Completes work in timely manner; Adapts to changes in the work environment; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time; Follows instructions, responds to management direction.
Judgment Exhibits sound and accurate judgment; Includes appropriate people in decision-making process; Prioritizes and plans work activities; Uses time efficiently; Approaches others in a tactful manner.

Other Skills and Abilities:
Ability to operate a variety of office machines;
Advanced Computer and technical skills include knowledge of Microsoft Office, Outlook, and Excel, Adobe and other standard software;
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals;
Ability to write routine reports and correspondence;
Ability to speak effectively before groups of customers or employees of organization;
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists;
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form;
Ability to use and interpret ACAD and standard blueprints a plus.

Physical Demands:
Position requires the ability to walk, use of hands to handle or feel, reach with hands and arms, sit for extended periods of time and climb stairs;
Position requires the ability to occasionally lift and/or move up to 25 pounds.

Work Environment:
The noise level in the work environment is usually moderate, however, during events, the noise level may be loud.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.