Southland Industries
Sr. Administrative Assistant
Southland Industries, Horsham, Pennsylvania, United States, 19044
Position Summary
Senior Administrative Assistant responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience in similar positions would be an advantage. A successful Senior Administrative Assistant should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.
The Senior Administrative Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. This role will have Flexible onsite working hours M-F in Horsham, PA.
Position Details
Serve as the point person for office administrator duties including maintenance, mailing, supplies, equipment, errands
Greets and attends to clients and visitors
Schedule meetings, and lunch-and-learns
Organize and maintain the office layout
Maintains office supplies, snacks and beverage inventory including ordering
Maintain the office condition and arrange necessary repairs
Plan in-house or off-site activities, to include Internship Fairs, Training Workshops etc.
Communicate and organize office operations and procedures
Assist in the onboarding process for new hires and internships
Responsible for managing all administrative tasks for the internship program
Internship resume reviews and sourcing support
Support Operations Manager in various tasks such as project documentation management
Set up and Coordinate Project Management meetings
Phone system maintenance. Manages/resolves phone system issues and acts as liaison to our phone service carrier.
Prepare and process packages for UPS, FedEx, and GSO.
Maintains the copier in the supply room and ensures paper is loaded and assists with copier supply orders and technical help.
Manages and ensures conference rooms and reception area is clean, presentable and ready for use at all times.
Provides back-up assistance to the Administrative Assist
Qualifications
H.S. degree or equivalent required; 2 year degree preferred.
5-7 years reception experience required
5-7 years administrative assistant experience preferred
Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements
Customer Service skills - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance.
Verbal Communication skills - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner.
Adaptability - 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.
Attendance/Punctuality - Is consistently at work and on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.
Initiative - Undertakes self-development activities; Asks for and offers help where needed.
Benefits
As a 100% employee-owned company, we offer a comprehensive benefits package for you and your family:
401(k) plan with
50% company match (no cap)
and immediate 100% vesting
Medical, dental, and vision insurance
(100% paid for employee)
Annual bonus program based upon performance, achievement, and company profitability
Term life, AD&D insurance, and voluntary life insurance
Disability income protection insurance
Pre-tax flexible spending plans (health and dependent care)
Paid parental leave
Paid holidays, vacation, and personal time
Training/professional development opportunities and company-paid memberships for professional associations and licenses
Wellness benefits
About Southland Industries
As one of the nation's largest MEP companies, Southland Industries is built on the foundation of great people. Since 1949, we have put our people first, enabling growth, professional achievement, and innovation. If you want to join a fast-paced environment where you're engaged, challenged, and valued, apply now to join our dynamic team.
To learn more about careers at Southland, explore our career opportunities (https://southlandind.foleon.com/experienced-professionals/brochure/) , follow us on social media (https://www.linkedin.com/company/22132/?trk=tyah) , and check out our website (https://southlandind.com/) .
Southland Industries and all its subsidiaries are an
Equal Opportunity Employer
and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.
Contingent Employment:
All employment offers are contingent upon successful drug tests, background checks, and professional reference checks. Roles that include driving as an essential job duty will be required to have a successful Motor Vehicle Record check (MVR). We are not able to offer sponsorship of employment at this time.
External Agency Announcement
: Its Southland Industries' policy not to accept candidate submissions from recruiting agencies without an active and authorized work order. Candidate ownership can only be established after a bona fide work order is issued by a member of the Southland Industries Talent Acquisition team and the candidate is appropriately submitted through our Applicant Tracking System (ATS).
Required Skills
Required Experience
Senior Administrative Assistant responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience in similar positions would be an advantage. A successful Senior Administrative Assistant should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.
The Senior Administrative Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. This role will have Flexible onsite working hours M-F in Horsham, PA.
Position Details
Serve as the point person for office administrator duties including maintenance, mailing, supplies, equipment, errands
Greets and attends to clients and visitors
Schedule meetings, and lunch-and-learns
Organize and maintain the office layout
Maintains office supplies, snacks and beverage inventory including ordering
Maintain the office condition and arrange necessary repairs
Plan in-house or off-site activities, to include Internship Fairs, Training Workshops etc.
Communicate and organize office operations and procedures
Assist in the onboarding process for new hires and internships
Responsible for managing all administrative tasks for the internship program
Internship resume reviews and sourcing support
Support Operations Manager in various tasks such as project documentation management
Set up and Coordinate Project Management meetings
Phone system maintenance. Manages/resolves phone system issues and acts as liaison to our phone service carrier.
Prepare and process packages for UPS, FedEx, and GSO.
Maintains the copier in the supply room and ensures paper is loaded and assists with copier supply orders and technical help.
Manages and ensures conference rooms and reception area is clean, presentable and ready for use at all times.
Provides back-up assistance to the Administrative Assist
Qualifications
H.S. degree or equivalent required; 2 year degree preferred.
5-7 years reception experience required
5-7 years administrative assistant experience preferred
Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements
Customer Service skills - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance.
Verbal Communication skills - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner.
Adaptability - 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.
Attendance/Punctuality - Is consistently at work and on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.
Initiative - Undertakes self-development activities; Asks for and offers help where needed.
Benefits
As a 100% employee-owned company, we offer a comprehensive benefits package for you and your family:
401(k) plan with
50% company match (no cap)
and immediate 100% vesting
Medical, dental, and vision insurance
(100% paid for employee)
Annual bonus program based upon performance, achievement, and company profitability
Term life, AD&D insurance, and voluntary life insurance
Disability income protection insurance
Pre-tax flexible spending plans (health and dependent care)
Paid parental leave
Paid holidays, vacation, and personal time
Training/professional development opportunities and company-paid memberships for professional associations and licenses
Wellness benefits
About Southland Industries
As one of the nation's largest MEP companies, Southland Industries is built on the foundation of great people. Since 1949, we have put our people first, enabling growth, professional achievement, and innovation. If you want to join a fast-paced environment where you're engaged, challenged, and valued, apply now to join our dynamic team.
To learn more about careers at Southland, explore our career opportunities (https://southlandind.foleon.com/experienced-professionals/brochure/) , follow us on social media (https://www.linkedin.com/company/22132/?trk=tyah) , and check out our website (https://southlandind.com/) .
Southland Industries and all its subsidiaries are an
Equal Opportunity Employer
and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, national origin, ancestry, age, disability, medical condition, marital status, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.
Contingent Employment:
All employment offers are contingent upon successful drug tests, background checks, and professional reference checks. Roles that include driving as an essential job duty will be required to have a successful Motor Vehicle Record check (MVR). We are not able to offer sponsorship of employment at this time.
External Agency Announcement
: Its Southland Industries' policy not to accept candidate submissions from recruiting agencies without an active and authorized work order. Candidate ownership can only be established after a bona fide work order is issued by a member of the Southland Industries Talent Acquisition team and the candidate is appropriately submitted through our Applicant Tracking System (ATS).
Required Skills
Required Experience