Facilities Operations Assistant

Aqua Virginia; Pittsburgh (Allegheny County); Vor Ort; USD 38.000 - 60.000; Vollzeit

Zusammenfassung

Essential Utilities, Inc. is seeking a Facilities Administrative Assistant reporting to the Manager of facilities and Security to support daily operations across multiple divisions.

The role requires proficient Microsoft Office skills, strong communication, and the ability to handle multiple tasks in a fast-paced environment. Responsibilities include invoices processing, coordinating office services, supporting community events, maintaining records, and serving as a local coordinator for

Qualifikationen

• High School graduate or GED.
• Minimum of three years administrative and/or technical experience.

Aufgaben

• Perform administrative tasks across multiple applications and software programs.
• Provide accurate information and resolve issues/complaints from contractors, public officials, customers and other callers.
• Process invoices and assist with funding projects, vendor inquiries and payments; prepare deposits and statements.
• Answer incoming calls, forward messages and coordinate with supervisors/manager.
• Prepare letters, policies, meeting minutes, reports and emails for distribution.
• Enter data into financial, operational and compliance reports; maintain records.
• Sort, distribute, and manage mail and packages; maintain office supplies.
• Coordinate community events and liaise with local government and organizations; manage promotional materials.
• Coordinate and maintain service contracts and equipment; schedule maintenance; train staff as needed.
• Act as local coordinator for programs and initiatives including HR/benefit programs and United Way campaigns.
• Notarize documents as needed and maintain confidentiality.

Kenntnisse

Microsoft Office

Written Communication

Verbal Communication

Customer Service

Under Pressure

Multitasking

Team Player

Ausbildung

High School Diploma / GED

Jobbeschreibung

Essential Utilities, Inc. delivers safe, clean, reliable services that improve quality of life for individuals, families, and entire communities.

Operating as the Aqua (water and wastewater services) and the Peoples and Delta (natural gas) brands, Essential serves approximately 5.5 million people across 10 states. We are committed to sustainable growth, operational excellence, a superior customer experience, and premier employer status - including a competitive and comprehensive benefits package as well as a commitment to career growth opportunities.

We are advocates for the communities we serve and are dedicated stewards of natural lands, protecting more than 7,600 acres of forests and other habitats throughout our footprint.

Our company is one of the most significant publicly traded water, wastewater service and natural gas providers in the U.S.

Are you looking for a great opportunity with Peoples? We have an exciting opportunity for a Facilities Administrative Assistant reporting to the Manager of facilities and Security.

ESSENTIAL DUTIES:

• Perform a variety of administrative activities using multiple applications and software programs.
• Provide accurate information and help resolve issues/complaints from contractors, public officials, customers and other callers.
• Perform a variety of financial administrative activities using multiple applications and software programs including, setting up funding projects, processing invoices for payment, research/responding to vendor inquiries, posting miscellaneous payments, inventory charge outs, preparing bank deposits and coding credit card purchases and assembling receipts and statements.
• Answer incoming calls. Provide accurate information and help resolve issues/complaints from contractors, public officials, customers and other callers. Forward messages and return calls for supervisors/manager.
• Prepare and distribute via email, fax or mail: letters, policies/procedures, meeting minutes, reports, spreadsheets, customer communications and other correspondence.
• Compile/enter data into various financial, operational and compliance reports.
• Sort and distribute all incoming and outgoing mail and packages.
• Organize and maintain division files and records. Order and maintain office supplies for all division locations.
• Coordinate and plan community events, meetings, luncheons, training events. Work closely with local government offices and community organizations to coordinate community events and company charitable support. Order and maintain supply of promotional items.
• Coordinate and maintain office service contracts including office equipment, cleaning, postage, and security system for all division facilities. Schedule maintenance as needed. Provide office equipment and software training and assistance to division staff as needed.
• Local coordinator and contact person for implementation of state and corporate level programs and initiatives including human resource/benefit programs and United Way campaign.
• Accept applications and payments for new service connections, assist with cross connection control program administration and other customer compliance initiatives (mail letters, make phone calls, email/fax forms and document activity in spreadsheets). Provide back up to the field supervisor and state customer service representative by dispatching and scheduling work orders, fielding call center inquiries and researching customer service and account issues.
• Notarize documents as needed (obtain and maintain Notary license).
• Maintains confidentiality in all aspects of customer and employee information.
• Performs other related administrative tasks as directed.

QUALIFICATIONS:

• High School graduate or GED degree.
• A minimum of three years administrative and/or technical experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proficient in Microsoft Office (Email, Word, Excel, PowerPoint).
• Excellent written and verbal communications skills.
• Strong customer service skills.
• Ability to work well under pressure.
• Ability to work on multiple projects simultaneously and adapt to changing priorities in a fast-paced environment.
• A team player able to work effectively in a team fostered multi-tasking environment.

WORKING CONDITIONS/PHYSICAL DEMANDS:

Perform sedentary work- exerting up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

Essential Utilities, Inc., is an Equal Opportunity/Affirmative Action employer. Equal employment opportunity is provided to all employees and applicants for employment without regard to the following legally protected characteristics: race, color, religion, sex, national origin, age, pregnancy (including childbirth and related medical conditions, including medical conditions related to lactation), physical or mental disability, covered-veteran status, genetic information (including te