Executive Administrative Assistant

at  MODERNCONTROLS LLC

Description:
ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, Virginia, Washington D.C. and New Jersey. With over 220 employees, and a fleet of over 150 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help facility managers control building environments and operating costs.
We are hiring an Executive Receptionist to greet our customers and perform various clerical tasks. Since this person will be the first point of contact for our business, the ideal candidate will have a friendly demeanor, strong organizational skills, and an eagerness to assist customers. If you are someone who would enjoy greeting people and other office-related tasks, such as answering phones and coordinating schedules, we’d love to meet you. In addition, the ideal candidate has the ability to multitask and perform other task assigned as needed.
Requirements:

QUALIFICATIONS

• Must be courteous, professional, and helpful to customers and the public.
• Must have excellent time management skills.
• Must be able to work well with others and multitask
• Must present great attention to detail.

PREFERRED KNOWLEDGE/SKILLS, EDUCATION AND EXPERIENCE:

• Experience in Office Management, Receptionist, and/or administrative role.
• Efficient in Microsoft Products.
• Proven experience in an office setting and as a receptionist, front office representative, or a related position.
• The technical ability to use scheduling software and Microsoft Office products.
• Strong multi-tasking and time management skills.
• Outstanding verbal and written communication skills.
• Thrive in a cultural driven team environment.

• Serve visitors by greeting, welcoming, and directing them appropriately.
• Ensure the Lobby Reception Desk remains tidy, organized and ready for business.
• Operate multi-line telephone system and direct to appropriate party.
• Must have excellent time management and follow up skills necessary to perform in a fast-paced environment.
• Notify relevant employees when visitors arrive.
• Answer visitors’ questions, calls, and emails, and provide them with the relevant information.
• Maintain visitor, employee, and department directories and logs.
• Organize the reception/ cafeteria area’s while complying with office procedures, rules, and regulations.
• Restock condiments, coffee, supplies in cafeteria
• Process orders for amenities (supplies, paper and pantry supplies) and serve as the main contact for vendors
• Keep a record of office supply inventory and expenses and replenish as needed.
• Assist with meeting planning including, booking rooms, ordering food, offering beverages to all visitors upon arrival.
• Sign for deliveries and ensure all mail and packages are distributed to accordingly.
• Schedule appointments and ensure that relevant staff are notified and prepared
• Organizing Travel Arrangements & Itineraries
• Data entry and input in support of business initiatives
• Conducting Research & Preparing Reports for leadership team member