Facilities Operations Assistant

Aqua, Inc.; Pittsburgh (Allegheny County); On-site; USD 42,000 - 56,000; Full time

Job summary

Essential Utilities, Inc., operating as Aqua, Peoples and Delta brands, is seeking a Facilities Administrative Assistant reporting to the Manager of Facilities and Security. This role supports administrative functions across multiple applications, handles inquiries from contractors, public officials, and customers, and assists with financial admin tasks.

The ideal candidate will have a high school diploma, at least three years of administrative experience, strong Microsoft Office skills, and

Qualifications

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

Responsibilities

• Perform administrative tasks using multiple applications and software programs.
• Resolve issues/complaints from contractors, public officials, customers and other callers.
• Process invoices and perform financial administrative activities including funding projects and vendor inquiries.
• Answer calls, forward messages and arrange follow-ups for supervisors/managers.
• Prepare and distribute letters, policies, meeting minutes, reports and spreadsheets.
• Compile data into financial, operational and compliance reports.
• Sort mail and packages; organize and maintain division files and records.
• Coordinate events, meetings and trainings; engage with local government and community organizations.

Skills

Microsoft Office

Customer service

Verbal communication

Written communication

Team work

Multi-tasking

Attention to detail

Education

High School diploma or GED

Tools

MS Office

Office software

Job description

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 testing and characteristics), sexual orientation, gender identity or expression or any other characteristic protected by applicable local, state or federal law.
Essential Utilities is committed to providing reasonable accommodation to individuals with disabilities. If you have a condition that may prevent you from applying for a job online or need to request an accommodation during the interview process, please call (1-877-271-9012).
To maintain the integrity of the recruitment process and to avoid real or perceived conflicts of interest due to employment and/or assignment of family members and personal referrals, specific guidelines apply to the hiring and assignment of these individuals including, but not limited to:

• Family members cannot result in supervisor/subordinate reporting relationship
• Family members cannot work in the same department.