ADMINISTRATIVE ASSISTANT & RECEPTIONIST

Company: Switchgear Solutions
Location: Tucson
Posted on: October 15, 2024

Job Description:

ABOUT THE COMPANY

Switchgear Solutions has 30 years of experience as an industry leader in the sales and service of electrical power delivery equipment to utility companies and heavy industry. We offer a wide variety of field, shop, construction and engineering services for power distribution and control equipment. From custom turn-key projects, manufacturing custom engineered products, equipment maintenance, power quality testing and emergency/disaster services - we extend our support to a wide range of customers.

ABOUT THE POSITION

Switchgear Solutions is seeking an Administrative Assistant to provide varying support to the many departments and functions of our business. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and customer relationships. This position reports to the Human Resources (HR) Manager.

RESPONSIBILITIES
* Provides administrative support to ensure efficient office operations.
* Maintains digital and physical filing systems.
* Answers phone calls and directs callers to appropriate personnel.
* Supports calendar appointments shared with them by senior staff.
* Assists clients and other visitors, welcoming them and guiding them to the appropriate location
* Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
* Responds to emails and other digital queries and correspondence.
* Uses word processing and presentation software to draft and edit letters, reports, and other documents.
* Inputs and updates information in databases and spreadsheets.
* Prepares meeting agendas and takes meeting minutes, as needed.
* Coordinates logistics for meetings and company special events, including determining attendance, room setup, working with event vendors, and ordering catering.
* Operates and replenish consumables in office equipment, including printers and copiers.
* Works with maintenance staff and outside vendors to ensure office equipment is in good working order
* Assist our HR Manager in the distribution, collection, and processing of documents relating to benefits, onboarding, leave requests, and HR policy.
* Assist our Planning Team in making travel arrangements, as needed.
* Assist our Purchasing & Maintenance Teams in managing inventory and ordering office supplies, as needed.
* As requested, researches and summarizes information for reports or presentations.
* Works closely with other administrative staff and supports other colleagues as needed.
* Ensures that deadlines are met and adapts to changing priorities.
* Presents a positive and professional image for the organization.
* Other related duties as assigned.

EXPERIENCE
* 2+ years administrative experience preferred.
* Associates degree in Business Administration preferred. High School Diploma required.
* Proficient in the use of Office 365 Suite of products.
* Experience with taking filing systems paperless, a plus.
* Excellent written/typed and verbal communication skills required.
* Excellent organizational, prioritization, and time management skills.
* Experience in QuickBooks, ADP, and other softwares, a plus.
* Knowledge of administrative procedures.
* Thorough attention to detail
* Able to work independently and as a team.
* Strong problem-solving skills
* Prolonged periods of sitting at a desk and working on a computer required.
* May need to lift up to 15 pounds at a time.
* Driving to run errands may be required in this role.
* Must be willing to submit to the background and drug screening process.

Switchgear Solutions is an Equal Opportunity Employer. We prohibit discrimination against any job applicant based on protected characteristics.

Keywords: Switchgear Solutions, Maricopa , ADMINISTRATIVE ASSISTANT & RECEPTIONIST, Administration, Clerical , Tucson, Arizona