Overview
ADMINISTRATIVE ASSISTANT (FULL TIME) Jobs in Edmond, OK at Chartwells HE
Facilities Office Services and Reception Supervisor
Office Locations: Phoenix
We are seeking a qualified supervisor to oversee and coordinate the maintenance and security of the Phoenix office. This position acts as primary liaison between our outsourced Copy/Fax/Mail provider. This role supervises reception staff and is responsible for the orderly moving of furniture and furnishings.
Responsibilities:
Oversee the functions of the outsourced Copy/Mail Center to ensure the efficient and timely handling of all incoming and outgoing mail, and duplicating projects. Act as primary contact with outsourced onsite manager regarding user feedback, personnel, processing invoices and monitoring day-to-day operations. Participate in contract negotiations with Office Administrator.
Supervise hospitality, facilities, office services and reception staff by providing direction, coordinating workflow and monitoring performance. Coordinate reception desk coverage and ensure a high level of client service to our visitors. Conduct formal performance evaluations.
Motivate staff to excel at what they do, to continue learning, and to support the Firm’s vision and values. Educate and train department employees in regard to how their function effects other staff and/or other departments.
Coordinate with other managers, supervisors, and specialists all cross-departmental activities.
Assist in the placement of new hires including office set-up, coordination of furniture, delivery, etc. Coordinate all Phoenix office internal moves and physical movement of furnishings.
Receive, review, and respond to office alteration and repair requests, coordinate equipment, furnishings and office service, deliveries and repairs with vendors or contractors, as per Firm policies and procedures.
Formulate and implement preventative maintenance programs for utility systems, equipment and building maintenance.
Coordinate staff and client/guest parking accommodations. Review and approve monthly invoices from parking garage. Assign and maintain inventory of reserved parking spaces.
Supervise common area maintenance and custodial functions with building engineers/management and outside vendors (cleaning, repairs, plants, etc.). Coordinate minor repairs to office equipment, furniture, facilities, etc.
Coordinate furniture orders, deliveries and installation, approval of all purchases in conjunction with Milwaukee Purchasing Manager. Maintain off-site and on-site inventory records.
Manage office security, report thefts, maintain key master, maintain secured equipment.
Coordinate the Fire Warden program including ensuring that the respective office personnel are certified in AED. Maintain AED equipment. Update Disaster Recovery program documentation as necessary.
Assist in development and administer operating budget for Phoenix facilities and office services functions and monitor expenses throughout the year.
Oversee supply management functions, approval of orders, place orders, maintain records, and coordinate the processing of all general invoices, couriers (UPS, FedEx, etc.), local couriers, facilities maintenance, security (locks, keys, etc.), and supplies.
Assist with the planning and coordination of all construction and remodeling projects in conjunction with the Office Administrator – Arizona. Supervise onsite day-to-day construction issues and questions.
Liaison to Building Management to communicate issues on behalf of the Firm and relay responses to firm management.
Together with Office Administrator – Arizona and Manager, Legal Assistants and Event Coordinator, plan and coordinate office events and community volunteer efforts.
Other duties as assigned.
Qualifications:
Associate degree required; bachelor’s degree preferred.
Three to five years progressively responsible, related experience, to include supervisory experience.
PC experience required.
Excellent organizational, interpersonal relations, written and oral communication skills required.
Accuracy and strong attention to detail required.
Strong customer service attitude.
Ability to coordinate many issues/projects at once.
Demonstrated management skills such as leadership, organizational ability, decision making, and problem solving.
Ability to establish effective working relationships throughout the Firm.
Knowledge of legal administrative procedures, with emphasis on facilities management.
Frequently requires more than 40 hours per week to perform the essential duties of the position.
Why should you join us?
We will support you and want you to grow. You will be provided hands-on training and you will be strongly supported to grow within the role and the Firm.
You will have an important voice! We want your input as to any changes within the department, including its procedures.
We have a collaborative team where everyone makes an impact.
We are enthusiastic and enjoy our jobs, and we want you to do the same.
Equal Opportunity Employer
#LI-JM1
#LI-Onsite
Show more
Title: ADMINISTRATIVE ASSISTANT (FULL TIME)
Company: Chartwells HE
Location: Edmond, OK
