Job Information
Hensel Phelps Site Admin/Jobsite Administrator in Gaithersburg, Maryland
Description
Any Employment Offers are Contingent Upon Successful Completion of the Following:
Verification of Work Authorization and Employment Eligibility
Substance Abuse Screening
Physical Exam (if applicable)
Background Checks for Badging/Security Clearances (if applicable)
Culture Index ™ Survey Request:
To better assess your fit for the job, navigate to the below link and complete the Culture Index™ Survey that matches the job you have applied for. It should take between 5-10 minutes to complete. If an accommodation is needed, please reach out to HumanResources@henselphelp.com. We will be in touch following your response.
About Hensel Phelps:
At Hensel Phelps, we bring our clients’ vision to life with a comprehensive approach that begins with innovative planning and extends throughout the life of the property. Our expert development, construction and facility services teams ensure that every project meets our clients’ goals and objectives.
Over our 84-year history, Hensel Phelps has evolved from a bid-build general contractor to a full-service building provider. Our organization is comprised of three lines of business – development, construction, and facility services. These groups work as a cohesive team, sharing ideas and knowledge from each discipline to provide our clients with the highest level of service. Our capabilities span from concept through the long-term facilities management of projects, which means that our focus is on the complete life cycle of each project we build.
Hensel Phelps Facility Services Group is uniquely qualified with decades of facility experience. The Facility Services Group specializes in facility solutions, building systems integration, specialized construction, and facility management. Our team provides best-in-class operational solutions with technical knowledge and subject matter experts of building systems, envelopes, campus, and client operations.
Position Description:
The Administrative Assistant works for the General Manager, Facilities Services (and others as assigned) and performs a wide range of administrative and clerical duties to ensure efficient office operations.
Position Qualifications:
Position requires a high school diploma or equivalent (GED).
Must possess a valid driver’s license.
Essential Duties:
Type correspondence, forms and reports from rough drafts, notes, or oral instructions. Correspondence typically includes a wide variety of technical terminology associated with the various functional elements of a maintenance and engineering organization. Proofreads prepared material for spelling, grammatical errors, and conformance to formats and procedural requirements.
Receives and reviews all incoming correspondence and forwards to appropriate office or individual.
Maintain work components in the Computerized Maintenance Management System (CMMS).
Research files and prepares prosed responses to correspondence directed to supervisors for review by the manager.
Must be fully able to operate all MS Office products including, but not limited to: Word, Excel, Outlook, and PowerPoint. Must be able to create presentations from notes and other background documentation suitable for presentation to senior management of the client or company.
Receives visitors and telephone calls, determines the purpose, importance, and priority, and refers to the appropriate individual in the office. When appropriate, personally responds to questions concerning non-technical matters. Whenever necessary, provides supervisor with background information pertinent to subjects, callers or visitors before or during conversations.
Maintains daily schedule of appointments, conferences and meetings with authority to commit manager(s)’s time. Adjusts schedule as required to accommodate higher priority requirements and locates an alternate to substitute for the manager at functions which conflict. Makes all arrangements for conferences or meetings at which manager will preside.
Responsible for office records management. Ensures that all filing conforms to the prescribed activity filing system. On own initiative, periodically revises files, purging outdated material in conformity with the records retention policy.
Receives and reviews all correspondence prepared for signature of manager for conformance with company guidelines. Maintains correspondence control records, logs and action files.
Controls a wide variety of incoming and outgoing confidential and or sensitive materials by using appropriate receipt system.
Enters information into company accounts payable and payroll systems as assigned. Performs some accounting functions in support of General Manager.
Maintains a clean and safe working environment. Maintains tools and equipment in good working condition.
Reports unsafe working conditions to appropriate level as required.
Run reports, using excel spread sheets to track information, Word documents and memos.
Answers maintenance requests via telephone, email and/or written request in addition to dispatching via alpha pagers or hard copies.
Tracks and communicates information regarding new hires, using logs and appropriate forms. Communicates with all levels of personnel during both normal working conditions and emergency situations. Assists in data entry as necessary.
Assist in hiring process as needed to include scheduling of interviews, drug testing, background checks and physicals.
Responsible for providing updated department contact list, emergency phone numbers, and reports from CMMS.
Completes required documentation for both the company and the client in timely manner. Documentation is legible and accurate to the best of the employee’s knowledge.
Benefits:
Hensel Phelps provides generous benefits for our full-time employees. This position is eligible for company-paid medical insurance, life insurance, accidental death & dismemberment, long-term disability, 401(K) retirement plan, and our employee assistance program (EAP). Hensel Phelps also believes in the importance of taking time to recharge. As a result, employees are eligible for paid time off beginning upon hire. Based on position location, a cost-of-living adjustment (COLA) may also be included (subject to periodic review and adjustment).
Equal Opportunity and Affirmative Action Employer:
Hensel Phelps is an equal opportunity and affirmative action employer. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law.
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)