Position Description Perform daily administrative tasks and provide administrative services to the First Equipment Company team.
Essential Duties & Key Responsibilities Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff.
Perform administrative services including: • Processing mail • Overnight mailings • Photocopying • Filing • Sending faxes • Phone list updates • Invoices • Order supplies and stationery (e.g. letterhead, business cards, envelopes)
Daily Management Daily management of department headmanagers calendar, meeting schedule, and contacts.
Edit and assemble documents and reports for department headmanager.
Assist with general office inquiries from staff, owners, and others, providing proactive escalation as appropriate.
Create and maintain organizational and seating charts for office.
Understand contract and bonding process and escalation procedures.
Organize and provide assistance during meetings as requested, record, transcribe, and distribute meeting minutes.
Maintaining Knowledge Maintain knowledge of business unit, headquarters historical information, such as: • Use of vendors • Event sponsorships • Industry memberships • Client and staff events to support managerial related decision-making.
Arranging Travel Arrange travel reservations, business accommodations, prepare itineraries, and agendas.
Processing Expense Reports Process department headmanagers expense reports.
Maintaining Organized Filing Systems Maintain organized filing systems and coordinate document retrieval schedules.
Embracing Company Culture Embrace company culture, values, and diversity, equity, and inclusion (DE&I) activities across the company.
Ordering Supplies Order supplies to support office needs.
Team Support Provide team support and relief of others job duties during times of need, such as: • Lunch breaks • Illness • Vacation
Contributing to Continuous Improvement Contribute ideas for continuous improvement and effectiveness of the team within business unit, headquarters, and share recommendations with overall job family.
Assisting with Special Projects Assist with special projects and coordinate events.
Other Activities, Duties, and Responsibilities Other activities, duties, and responsibilities assigned.