Job Title:                 Receptionist Administrative Assistant

Department:           Operations

Reports To:             Controller

FLSA Status:            Non-Exempt

 

 

Position Overview:

As the Receptionist Administrative Assistant, you work collaboratively with all staff in the Vital Mechanical Service organization, providing much needed administrative support. You are a key link in supporting the efficient and smooth day-to-day operations of Vital Mechanical Service.

As an Administrative Assistant at Vital Mechanical Service you will:

  • Operate within our company Core Values in all matters: Integrity, Teamacity, Do The Right Thing, and Positive Outlook.
  • Act in our teams and our customers best interests by anticipating needs before they occur.
  • Respect our customers and the property we serve.
  • Give solutions that add value in alignment with the company, team and project goals.
  • Assist our team achieve the company vision and meet specific proforma goals.
  • Ensure we provide a consistent exceptional customer experience.

 

As a company our mission is to be recognized by our customers as the ‘company that provides exceptional experiences – every time – every way.’

Our culture is to support each other in what we do. It promotes family and future best interest.

 

Key Responsibilities are to provide general administrative and clerical support to multiple teams within our company including:

  • Provide front desk phone coverage and reception duties.
  • Receive incoming deliveries of materials and goods.
  • Assist with management of company resources including building, vehicles, tools, electronics, uniforms.
  • Prepare and modify documents including correspondence, reports, submittals, turnovers, O&M manuals and close outs, memos and emails.
  • Assist the project and/or service team in assembling estimates and quotations for customers.
  • Assist the project and/or service team in procuring permits, materials, and equipment.
  • Document and update procedures.
  • Perform data entry with a high level of accuracy.
  • Run company’s errands.
  • Order and maintain office, kitchen, and safety supplies.
  • Maintain office, kitchen and supply areas in a neat and presentable fashion.
  • Provide vacation coverage for various team members when needed.
  • Always ask WHY? Question and provide solutions to any procedure and practice that does not seem to be “LEAN” in effort and in principle.

 

Qualifications:

We hire for your ability to serve while providing an exceptional experience. The work environment is busy and fast paced. While meeting the individual responsibilities of your position, you will be expected to be an active, positive, and a cooperative member of our team. An attitude of mutual respect is essential when communicating with teammates. All employees are expected to be supportive of the Vision, Mission and Values of the company and to have their job performance be consistent with these statements. Your work, appearance and attitude are expected to enhance our long-standing, excellent reputation.

There may be off-hours work in response to client and team needs. There may also be times when you are required to travel outside of the office into professional organizations, client locations, field construction zones, and job sites. All work activities are based out of the home office.

The desired skills needed for achieving success in this strategic position are:

  • Able to multitask and to adapt quickly to change.
  • Computer literate and proficient in the software applications used in the job, including MS O365 and Apple iPhone.
  • Requires advanced level of people, social, and soft skills to deliver exceptional service to our clients and teammates.
  • Ability to work extended hours and be available by phone as needed to provide support.
  • Valid Washington State Driver’s License and good driving record is required.
  • Physical requirements include:
    • Regularly required to sit, walk and stand;
    • Talk or hear, both in person and by telephone;
    • Use hands repetitively to handle or operate standard office equipment;
    • Reach with hands and arms;
    • Occasionally lift or move up to 35 pounds.
    • Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

 

The Ideal Person

  • Customer Service – Exceptional customer service skills, over the phone and in person, with our customer and internal teams.
  • Coachable – Ability to absorb and apply coaching.
  • Curious – Understanding a customer’s context through effective questioning and listening.
  • Strong Work Ethic – Proactively purse the mission with a high degree of energy and daily activity.
  • Intelligent – Able to learn complex concepts quickly and communicate those concepts in an easy-to-understand manner.
  • Adaptable – Understands obstacles and changes in situation and quickly devise alternate solutions.
  • Follow Through – The drive to continue an action or task to its conclusion.
  • Servant – Performs duties for others, without complaint, in context of mission.
  • Multitask– Ability to juggle multiple projects with superb accuracy.
  • Hungry – Self-motivated and diligent, constantly thinking about the next step and the next opportunity to help.

 

Physical Demands:

While performing the duties of this job, you will be regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and occasionally lift or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.

Work Environment:

The environment is busy and fast paced. While meeting the individual responsibilities of your position, you will be expected to be an active, positive, and a cooperative member of our team. An attitude of mutual respect is essential when communicating with teammates. All employees are expected to be supportive of the Vision, Mission and Values of the company and to have their job performance be consistent with these statements. Your work, appearance and attitude are expected to enhance our long-standing, excellent reputation.

There may be off-hours work in response to customer and team needs. Occasionally, you will be required to travel outside of the office into professional organizations, customer locations, field construction zones and job sites.

 Interested in applying?

Click the button below to complete the application.

Start typing and press Enter to search