Administrative Assistant Chapel Hill-Carrboro 3139

HES; Chapel Hill, Northern (NC, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Optional daily pay

Medical Insurance

Life Insurance

Dental Insurance

Vision Insurance

Paid Vacation

Paid Sick Days

Paid Holidays

401K/403b Plan

Job summary

HES is seeking an Administrative Assistant to support the Facilities team in Chapel Hill, NC. This in-office role involves greeting clients, answering phones, calendar management, and assisting with HR tasks and special projects.

The ideal candidate has 3+ years of general office experience, strong MS Office skills, and excellent writing and organizational abilities. Role requires teamwork, discretion, and ability to work Monday–Friday in the office.

Qualifications

• High school diploma required; Bachelor's degree preferred.
• At least three years of general office responsibilities and procedures.
• Proficiency in Microsoft Office and email functions.
• Good writing, analytical and problem-solving skills.
• Ability to work well independently or in a team; maintain confidentiality.

Responsibilities

• Support the Director of Facilities and greeting clients/visitors.
• Manage office calendar and coordinate meetings; set up interviews.
• Handle mail, faxes, emails and respond to routine inquiries.
• Perform general clerical duties including payroll and HR support.
• Coordinate training sessions; assist with special projects as needed.
• Prepare papers for director review and maintain records.

Skills

Office administration

3+ years experience

Good writing

Analytical problem solving

Teamwork

Microsoft Office

Email management

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

Email systems

Job description

Chapel Hill , NC, United States of America

HES is a premier national provider of facilities management services focused 100% on educational institutions. Headquartered in Knoxville, Tennessee, HES builds best-in-class programs for custodial, maintenance, grounds, and landscaping services. With hundreds of years of combined facilities experience, the HES leadership team is comprised of results-oriented, hands-on executives and facilities experts who give school facilities their full attention. Whether for a grounds and landscaping program, custodial services, or maintenance solutions, HES will change the way you look at facilities management.

Founded in 1972, HES has a proven track record of working successfully and exclusively in the educational environment, maintaining a singular focus on facilities management, undistracted by competing priorities. HES has earned the trust of over 150 education partners across 29 states. We employ 13,000 dedicated team members and maintain more than 200 million square feet daily.

Job Skills / Requirements

• The Administrative Assistant supports HES Facilities greeting clients/visitors, answering phones, supporting the Director of facilities which can include sorting and distributing mail, managing calendars, assisting with new employees' training and assisting with any special projects as needed.
• Oversee all aspects of general office coordination.
• Maintain office calendar to coordinate work flow and meetings.
• Maintain confidentiality in all aspects of client, staff and corporate information.
• Schedule and coordinate all training sessions.
• Interact with clients, vendors and visitors.
• Answer telephones and transfer to appropriate staff member.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Sign for and distribute UPS/FedEx or similarly delivered packages.
• Prepare responses to correspondence containing routine inquiries.
• Perform general clerical duties to include, but not limited to, payroll, assisting in HR matters, copying, faxing, mailing and filing.
• File and retrieve organizational documents, records and reports.
• Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping.
• May conduct research, compile data and prepare papers for consideration and presentation to the Director.
• Set up and coordinate meetings and conferences.
• Assists in special events within the Custodial Services Department.
• Other duties as assigned by Director.
• Set up interviews for the directors.
• Completes new hire paperwork.

Minimum Qualifications

• Education: High school diploma required, Bachelor's degree preferred.
• Certifications: N/A
• Experience: At least three (3) years' experience in general office responsibilities and procedures.
• Skills: Computer knowledgeable of Microsoft Office Product and basic email functions.
• Good writing, analytical and problem-solving skills.
• Knowledge of principles and practices of organization, planning, records management and general administration.
• Ability to follow oral and written instructions.
• At least three (3) years' experience in general office responsibilities and procedures.
• Ability to work well either alone or as part of a team.
• Must be able to pass comprehensive background check and drug screen.
• Minimal travel required.

The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this job. Usual office working conditions: noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. While performing the duties of this position, the employee is frequently required to walk, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 40 pounds. Manual dexterity and coordination are required while operating equipment such as computer keyboard, calculator, and standard office equipment. Specific vision abilities required by the job include close vision and the ability to adjust focus.

This is an in office job, M-F

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Additional Information / Benefits

• Optional daily pay
• Medical Insurance
• Life Insurance
• Dental Insurance
• Vision Insurance
• Paid Vacation
• Paid Sick Days
• Paid Holidays
• 401K/403b Plan