POSITION: Administrative Assistant
DEPARTMENT: Administration
CLASSIFICATION: Non-exempt, full-time

SUMMARY:

General Responsibilities:

Building Controls and Services provides a comprehensive suite of products and services to help clients efficiently optimize their facility operations. The Administrative Assistant provides support to various segments of the business including but not limited to maintaining office and front desk areas, and providing internal and external support, as needed.

Reports to: Controller
Direct Reports: None

MAJOR RESPONSIBILITIES:

70% Operate front desk and reception area and provide office assistance for the Lenexa location.

• Operate the multiline phone system and direct calls.
• Welcome, direct and situate visitors to conference rooms for training and meetings.
• Maintain conference room schedules.
• Maintain and clean reception and kitchen areas.
• Order and maintain office supplies through approved vendors.
• Manage and maintain budgets for office expenses.
• Arrange food for events and coordinate with marketing; lunch and learns, etc.
• Creates training manuals for various groups.
• Manage Lenexa office vendor relationships/contracts.
• Pickup mail and deposit checks.
• Book travel and hotels.
• Supports sales team by completing EUA’s (Energy Utility Analysis).
• Additional support for other groups, as required.

20% Assists accounting with data entry and documentation.

• Provides data to customers and employees upon request.
• Able to navigate and retrieve data from various accounting-based systems.
• Data entry in excel and accounting systems.

10% Participates and attends ongoing training and development.

• Studies literature and attends training seminars to keep current in products, processes, materials, and management skills.
• Coordinates with HR Administrator on upcoming training opportunities.

QUALIFICATIONS:

Education

• High School Diploma required or an associate’s degree in business preferred, or some course work at a small college or community college.

Skills and Experience

• 1-2 years office administrative experience, preferred.
• Well versed in utilization of Microsoft Office (Word, Excel, Power Point and Outlook) and any relevant software applications.
• One to two years of construction industry experience, preferred.
• Excellent oral and written communication skills.
• Responds quickly to customer needs and requests.
• Mathematical abilities to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and create and interpret graphs.
• Highly organized and detail oriented.
• Strong problem solving ability.
• Detailed and thorough in completing job tasks.
• Ability to use logic and reason.
• Ability to lift 30lbs.

Certificates, Licenses, Registrations

• None required

Other Requirements

• Requires occasional overtime
• May require occasional local travel

Training and development:

Completes continuing education as identified.