Description The Waldinger Corporation, a growing mechanical, electrical, plumbing, and Sheet Metal industry leader is looking for a dependable and detailed Administrative Assistant. The responsibilities of this job include performing reception/clerical duties, office administration, data entry and miscellaneous completion of special projects. The Administrative Assistant position is a full-time position which requires dependable attendance to ensure reception desk coverage, excellent written and verbal communication, attention to detail, exceptional organization skills, and professional appearance and demeanor.
Responsibilities: - Reception / Clerical Functions
- Provides a courteous and welcoming environment to visitors, clients, and vendors by answering and directing phone calls, delivering messages, and aiding internal and external customers.
- Sorts and distributes the mail (incoming and outgoing), manages external shipping accounts and maintains supplies (UPS, FedEx, etc.).
- Maintains the 'Conference Rooms' calendars by monitoring/entering meeting dates and assisting with conference room technology (ZOOM & TEAMS).
- Serves as point-of-contact for questions and concerns from visitors, clients, and staff.
- Performs data entry for shop inventory materials.
- Tracks branch fleet data and processes fleet title and registrations as necessary.
- Office Services
- Maintains office supply inventory by tracking, distributing, and storing supplies.
- Maintains office equipment, arranges service calls, trouble shoots, refills paper, toner, etc.
- Works with third-party office janitorial company, providing guidance and feedback on office cleaning, and orders supplies as needed.
- Communicates with local MCA-Omaha chapter to coordinate events and education.
- Orders business cards and other marketing materials as requested.
- Keeps the reception area, conference rooms, training room, and break room neat and well-stocked.
- Contribute to the planning and coordinating of office events, holiday luncheons, branch holiday party, general meetings, student workshops and intern events coordinated by Corporate, including set up, clean up, etc.
- Branch Onboarding Coordinator
- Serves as a single point of contact for onboarding activities at the branch and is a welcoming support to new hires.
- Attends regular meetings with Talent Management to stay informed on the process and provide ongoing input.
- Activities include tracking new hires using the Pre-Boarding list, preparing workspace, ordering/supplying swag bags, ensuring IT equipment is delivered, and supporting Orientation coordination at the branch.
- Branch Reporting - submit to Corporate for the company intranet - report on events happening at the branch level, employee holiday luncheons, retirement parties, food truck luncheons, Heart Walk/United Way news and new employee profiles.
Job Requirements: - Valid Driver's License, reliable transportation, and active vehicle Insurance.
- High School Diploma/GED required. Associate's degree or college level Administrative or/and Secretarial courses preferred.
- Two (2) years of direct administrative/secretarial or related experience is preferred. Equivalent years of education may substitute for experience requirement.
- Specific Skills:
- Knowledge of phone systems and phone/email etiquette.
- Skills in Microsoft Outlook, Word, PowerPoint, and Excel.
- Skills in editing documents for proper punctuation and spelling.
- Skills in professional written and verbal communication.
We Offer: - Paid holidays
- Health, dental and vision insurance
- Growth potential with a stable company
- Paid vacation
- Wellness reimbursement program
- 401k with company match and profit-sharing
- Continuing education and advancement opportunities
- Tuition reimbursement
- Term, AD&D and Dependent Life insurances
- Prepaid Legal
The Waldinger Corporation is a full-service mechanical, electrical, sheet metal and service contractor operating under a people-first approach. The Waldinger Corporation has branches throughout the Midwest United States and has built a reputation of success since 1906. The Waldinger Corporation is an EOE, including disability/vets.The Waldinger Corporation participates in E-Verify.