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.

Primary Duties and Responsibilities Reception •Answer general phone inquiries using a professional and courteous manner •Direct phone inquires to the appropriate staff members •Reply to general information requests with the 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 Demonstrated competence in some or all of the following: • 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: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 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.

An Equal Opportunity/Affirmative Action Employer.