Administrative Assistant

Mansfield Service Partners is looking for an Administrative Assistant for our Houston, TX location.

The Administrative Assistant will function as a receptionist while providing support for the overall office and administrative team, including providing administrative assistance to select leadership.

As the first point of contact, the Administrative Assistant is responsible for professionally representing the front of the house for the corporate office and other locations for Mansfield Service Partners. This position helps to provide an environment that enables other staff to execute their responsibilities successfully to ensure a continued culture of excellence. The Administrative Assistant is responsible for receiving and routing all inbound calls and greeting all visitors who enter the building as well as many other daily administrative tasks.

Duties

Receptionist & Administrative Assistant

• Open switchboard on time each morning and close at 5 p.m. each afternoon
• Responsible for professionally receiving and routing all inbound calls to the correct individual or department
• Greet all visitors and guests who enter the lobby in a professional, friendly, and hospitable manner and contact appropriate department/individual to receive them
• Provide admin support for other senior leadership and executives if an admin is out of the office
• Report any building maintenance that needs to be completed by the maintenance or cleaning crew
• Maintain all common areas by ensuring they are kept clean and orderly and supplies stocked
• Monitor condition of lobby and restrooms for guests
• Create welcome signs for the front desk for our guests
• Care and maintain condition of visitors' rooms so they are presentable and prepared for guests
• Log all daily visitors and issue/maintain visitor badges
• Maintain office and kitchen supplies by placing orders and restocking as needed
• Receive and sort deliveries, faxes, and mail and distribute as they arrive daily
• Log all deliveries and who the receiving party is; contact the receivers of shipments to retrieve their packages to keep the lobby cleared
• Ensure all outgoing packages have been picked up before the end of the day
• Create shipments for executives and other admin (FedEx and standard mail)
• Assist with all mass mailing: holiday cards, party invitations, MDA mailers, etc.
• Record vending machine issues and refund employees who lost money in the machines
• Order and ship business cards to employees
• Update company cell phone list and employee phone directory as changes occur
• Maintain files as needed
• Responsible for front door entry
• Support new vendor set up process as needed

Travel & Expense Management

• Process time off requests and timecards for Senior leadership
• Process check requests for company expenses to be paid to vendors
• Ensure all outgoing checks are date stamped and signed before sent out
• Manage executive expense reports and approve senior leadership's direct report's expenses

Calendar Management

• Review executive calendars, meeting room assignments, and room calendars first thing each morning - contact manager with any concerns
• Act as primary point of contact for meeting room calendars for reserving rooms as needed for staff with required details from requesting staff member
• Manage senior leadership calendars and schedules as needed
• Assist with confirming appointments with management to avoid business interruption

Corporate Initiatives

• Send daily locations, birthdays, and anniversaries email to leadership team
• Assist with planning, coordinating, and working corporate events
• Order sympathy and get-well flowers for the company departments upon request, and order baby blankets for employees' new births

Other duties assigned, including but not limited to general office support

• Provide support office and companywide initiatives including completing lunch orders, organizing and setting up rooms, and anything else that may be needed

Experience

• 2+ years as Receptionist or Administrative Assistant preferred
• Strong Microsoft Excel, Word, and Outlook experience
• Basic computer skills, including PC typing/keyboarding and phone experience required
• English/Spanish bilingual a plus
• Must be punctual with a strong attendance history
• Minimum of 45 wpm typing skills
• Professional appearance & demeanor

Knowledge, Skills, and Abilities

• Must possess effective written and verbal communication skills
• Must be detail-oriented with strong organizational and time management skills
• Ability to multi-task and be flexible
• Must have excellent interpersonal and problem-solving skills
• Knowledge of computer programs, ability to operate a computer, typewriter, calculator, telephone, copier, and postage machine

Qualities and Characteristics

• Maintain confidentiality of all corporate, personnel, and research matters
• Outstanding attendance record with previous employers
• Proactive and willing to help by taking initiative and anticipating leadership needs
• Ability to resolve conflict productively preferred
• Ability to handle stress calmly preferred

Work Environment

• 40-hour onsite work week
• Ability to work 7:45 a.m. - 5:00 p.m. daily
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components
• Lifting and transporting of moderately heavy objects, such as computers and peripherals

Education

• High school diploma or GED required

Benefits

• Comprehensive benefit package (health, dental, vision, Company paid: Life insurance, STD and LTD)
• 401(k) plan with company match
• Paid Time Off that includes vacation days, sick leave, 8 paid holidays, 2 floating holidays and a paid day for volunteering at a non-profit agency
• Parental Leave
• Tuition Reimbursement
• Insurance Discount Programs
• Chaplain Program

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.