Administrative Assistant

Administrative Assistant

Job Summary

FSI is seeking an Administrative Assistant join our team. In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. Relieves officials of clerical work and minor administrative and business detail by performing the following duties.

Responsibilities include the following. Other duties may be assigned.

• Answer phone with professionalism and enthusiasm and relay messages to the appropriate person and greets scheduled visitors and directs to appropriate area or person.
• Keep office neat and organized and run errands.
• Sorts and routes incoming mail, and prepare FedEx or UPS packages to be sent.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Type correspondence and prepare miscellaneous spreadsheets.
• Composes and types routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Maintain and update contract files daily facilities.
• Makes copies of Answers and screens manager's telephone calls and arranges conference calls.
• Coordinates manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations.
• Conducts research, and compiles and types reports.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares correspondence or other printed materials.
• Maintain office equipment and arranges for service on the equipment.
• Communicate with sites.
• Order uniforms and miscellaneous for job sites
• Maintain/update contact list quarterly or as required.
• Assist in solicitation/bid process.
• Assist in phase in of new project.
• Set up interviews.
• Check references of applicants
• Make travel arrangements.
• Order flowers, gifts, etc.

Education and/or Work Experience Requirements

• Must possess a high school diploma or equivalent, associate degree (A.A.) and two years office related experience and/or training, or equivalent combination of education and experience.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Must be proficient and knowledgeable of Microsoft Word, Excel, Office and other management software including the DMLSS system. 
• Demonstrated skills in objective problem-solving and decision-making 
• Strong written and oral communication skills.
• Must have a high level of attention to detail
• Must possess a valid driver’s license, insurable driving record.
• Be a self-starter and have proficient typing skills 
• Must possess a valid state driver’s license and insurable driving record. 
• Must have a familiarity with office unit procedures.    

About FSI

Facility Services, Inc (FSI) is a premier services company dedicated to providing total base operations and maintenance on military bases, hospitals, research facilities, and specialty buildings across the United States, Alaska and Internationally. Our primary focus has always been to provide excellent customer service and quality craftsmanship to the United States Department of Defense and other federal agencies; while also, doing what is right for our employees.

We believe in a culture of engagement, collaboration, and achievement. We support our workforce with the tools and resources needed to achieve success for themselves and our customers. The hard work, experienced skills, and innovative solutions of our FSI Team is what sets us apart. As a family-focused company, we care about the well-being of our employees and their families. Check us out at www.facilityservicesinc.com

Equal Opportunity Employer, including disability/vets

Qualifications