Front Desk Administrative Assistant

Huckestein Mechanical; Pittsburgh (Allegheny County); On-site; USD 35,000 - 45,000; Full time

Job summary

Huckestein Mechanical, a leader in service and design-build HVACR contracting, is seeking a Front Desk Office Administrative Assistant in Pittsburgh. The candidate will enhance office operations and support management with various administrative tasks, including managing calls and coordinating supply orders.

Preferred qualifications include an Associate's degree or relevant experience, along with strong organizational and communication skills. The role involves a blend of customer interaction and office management duties, situated primarily in a quiet to moderate office environment.

Qualifications

• 1-3 years of experience in an office setting.
• Capability to coordinate administrative tasks efficiently.
• Familiarity with bookkeeping and basic financial management.

Responsibilities

• Answer general phone inquiries using a professional manner.
• Direct phone inquiries to appropriate staff members.
• Prepare invoices and process accounts payable/receivable.

Skills

Proficiency in Office Programs

Communication Skills

Organizational Skills

Problem-Solving

Customer Service

Education

Associate's degree or equivalent work experience

Bachelor's degree preferred

Tools

Microsoft Office Suite

Database Software

Office Equipment

Job description

A leading service and design-build HVACR contractor in the Pittsburgh area is looking to hire an organized, timely, and respectful Front Desk Office Administrative Assistant. Successful candidate will ensure the efficient day-to-day operation of the office, and support the work of management and other staff and perform administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Job Description

Primary Duties and Responsibilities

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with accurate information
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office Administration

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward incoming general e-mails to the appropriate staff member
• Forward voice mail from the general mailbox to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting and other arrangements for staff
• Coordinate the maintenance of office equipment

Assist with financial management

• Use computer software to prepare invoices
• Code and file financial material according to established records management procedures
• Process accounts payable ensuring timeliness and accuracy of information
• Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
• Administer petty cash according to established procedures
• Month end duties as required

Provide Management/Meeting support

• Prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of material
• Support management with meeting, travel and other arrangements
• Draft minutes of meetings for review
• Create action list for management staff from meetings

Qualifications

Education/Experience

• Associates or technical school degree minimum or commensurate professional experience
• Bachelor’s degree preferred
• 1-3 years in an office setting

Knowledge, skills and abilities

• Proficiency in the use of computer programs for: Word processing, Databases, Spreadsheets, Bookkeeping, E-mail, Internet
• Proficiency in the use of office equipment: Computer, Voice messaging systems, Fax, Photo copier

Personal characteristics

• Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization
• Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization
• Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
• Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters
• Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
• Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization
• Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
• Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results
• Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem

Working Conditions

Work may be performed inside the office, where the noise level is usually quiet to moderate, or in the warehouse, where the noise level can be moderate to very loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands, handle objects, keyboards or controls, and reach with hand and arms. The employee frequently is required to stand and sit. The employee is required to walk, stoop, kneel, talk and hear. Specific vision abilities required by this job include close vision, color vision, depth perception and the ability to adjust focus.