Administrative Assistant Job at The Poole and Kent Corporation in Baltimore

Overview

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Location: Baltimore, Maryland 21227

Reports to: Administrative Manager

FLSA Status: Non-Exempt

Shift: Monday through Friday – 8:00 a.m. – 5:00 p.m.

Company Overview

The Poole and Kent Corporation is a wholly owned subsidiary of EMCOR Group, Inc. EMCOR is the world’s leading provider of mechanical and electrical construction and facilities services, including planning, consulting, operations and maintenance. Poole and Kent is one of the leading mechanical contractors in the eastern United States. Our construction experience includes a broad range of commercial and government projects, including wastewater treatment plants, hospitals, sports stadiums, convention centers, hotels, research laboratories, and data centers.

Summary

The Administrative Assistant assists the Company by performing various administrative functions for the Corporate office. This includes handling telephone calls, greeting visitors, assisting with meeting preparation and company events. Attendance and punctuality, professional demeanor and etiquette are essential in the performance of this position.

Essential Duties and Responsibilities

• Assist campus department heads and coworkers with ad hoc administrative tasks, including: computer generated correspondence using Microsoft Office Word and Excel with intermediate end-user capabilities; electronic scanning and copying of documentation; documentation preparation in electronic and hard format.
• Assist in preparing for campus meetings: conference room calendar management and preparation (supplies, cleanliness prior to and at the close of meetings).
• Assist in the preparation of company events: decorating, meal planning, ordering, layout, and event close-out and clean up (manual labor available for lifting and cleanup of bulk items).
• Greet visitors in a professional and courteous manner and notify employees of guests arrival (following company protocols).
• Answer incoming and inter-company phone calls received by the main switchboard and handle calls in accordance with company protocols.
• Maintain supplies within copy machines for functionality; contact the appropriate vendor for repairs as needed and communicate status to employees. Maintain adequate equipment consumable inventory to avoid a zero inventory situation; communicate repair status to supervisor and employees until full resolution.
• Assist with office supply room inventory and organization (manual labor available for lifting of items).
• This is not a telework position; reporting onsite to perform the work is required.
• Reliability with attendance and punctuality is required.
• Valid state drivers license and reliable personal transportation required.

Supervisory Responsibilities

• None

Qualifications

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferred Education and Experience

• High school degree or its equivalent with at least two years of administrative experience in a professional office environment
• Proficiency in using Microsoft Office Word and Excel to complete assigned tasks
• Accurate keyboarding skills with spelling, grammar, and punctuation proficiency; ability to create or update letters/documents within reasonable timeframes

Computer Skills

• Proficient use of Microsoft Office, Word and Excel

Required Attributes

• Professional written and verbal communication skills
• Professional and courteous demeanor
• Ability to discern work priorities and use independent thinking within the scope of authority
• Commitment to performing duties safely within company policies, state and federal laws
• Ability to work collaboratively with peers and support teamwork
• Ability to organize and manage information and processes as required
• Commitment to company values

Language Skills

Must be able to fluently communicate in English both verbally and in writing.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit, see, talk, and hear. The employee may occasionally lift and/or move up to 25 pounds with assistance.

Work Environment

The work environment is a professional office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation and Benefits

Compensation Range: $48,000 – $55,000

Other Compensation: None

Benefits: Comprehensive benefits package including medical, dental, and vision coverage, health savings and flexible spending accounts, life insurance, disability, a 401(k) plan, and employee assistance program.

Equal Opportunity Employer/Veterans/Disabled