Bilingual Receptionist / Customer Service Administrator

Wage:

This position will be an hourly, non-exempt position. Wage will be determined based upon skills and experience.

Schedule:

This position will be scheduled to work 9:00am-5:30pm Monday through Friday.

Location:

This is an office position and work must be completed at the Heritage Office. 5801 Thornton Ave. Suite 400, Des Moines, IA 50321

Job Summary:

The Bilingual Receptionist / Customer Service Administrator facilitates the efficient operation of the Heritage Building Maintenance offices by performing a variety of clerical and administrative tasks, and greeting clients, visitors, guests, and applicants with a positive and helpful attitude. This individual will conduct employee orientations and onboarding for all newly hired employees.

Duties / Responsibilities:

• Maintains a positive, joyful attitude focused on customer service and helping others.
• Greets clients, visitors, and guests; determines the purpose of each person’s visit and directs or escorts them to the appropriate location.
• Answers and transfers phone calls, screening or taking messages when necessary.
• Customer Service Response – direct emails and correspondence received through Customer Care Email to the appropriate individual and responding immediately to customer care emails with a basic response determined by correspondence.
• Maintains filing systems.
• Maintains office supplies needed for Suite 400 location and places orders with Chief Administrative Officer.
• Responds to and resolves administrative inquiries and questions.
• Schedules and coordinates meetings between management and staff as needed.
• Assists with translation and interpretation needs.
• Schedules and coordinates interviews and orientations with applicants under the direction of the HR Specialist-Recruiter.
• Assist in training newly hired administrative team members.
• Assist in training newly hired janitorial team members through their orientation and onboarding process.
• Assisting the HR Specialist / Recruiter with reviewing applications, conducting intake interviews, and screening candidates for employment.
• Conducts orientations with newly hired employees.
  • This includes verifying employee documents for I-9 and employment purposes. Completing I-9 forms. Reviewing and Auditing Tax Forms. Reviewing policies, procedures, and expectations with employees, and overseeing the orientation process.
• Communicating PTO requests and approvals between employees and managers.
• Uploading documents and files to UKG.
• Update power point presentations for display at the Heritage Office and Airport.
• Prepare company award certificates and update Wow Award and Safety Award displays.
• Schedule appointments for Human Resources.
• Contacting employees regarding missing time clock entries.
• Maintaining copies of forms and documents as needed for various HR related tasks.
• Reports absences to management and logs on HRIS.
• Tracks payroll discrepancies and communicates outcomes / findings as necessary with employees.
• Conducts exit interview survey with general employees upon resignation and collects uniforms, keys, badges from exiting employees before issuing final paycheck.
• Performs other related duties as assigned.
• The HR Specialist – Recruiter and / or the Operations Specialist will be able to back up this position as needed.
• This position will back-up the operations specialist or recruiter as needed.

Required Skills / Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Knowledge or familiarity with Human Resources Onboarding Process including I-9 forms, tax forms, and benefits is beneficial.
• Fluent in English and Spanish communications verbal and written.
• Positive and joyful attitude focused on providing excellent customer service.

Education and Experience:

• 1-3 years of experience in an administrative role preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Additional Details:

Direct Deposit Pay every other Friday. Medical, Dental, Vision Insurance and 401K with a company match available for full-time employees working 30 hours per week. Paid Holidays after 90 days for full-time employees working 30 hours per week. PTO accumulation for full time employees working 30 hours per week.

About Heritage Building Maintenance:

Heritage Building Maintenance is a commercial janitorial management company dedicated to providing superior contract custodial services through the use of the most advanced products and technologies available. Our staff focuses on a culture of teamwork, trust, and community.

Heritage is an Equal Opportunity Employer.

It is the policy of Heritage Building Maintenance to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, pregnancy, religion, national origin, citizenship status, disability, marital status, sexual orientation, gender identity, military service, genetic information, or any other protected class as defined by local, state, or federal statute. It is our intent that equal employment opportunities will be provided in employment, recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination, and all other terms and conditions of employment.