The part-time Administrative Assistant supports management by greeting clients/visitors, answering phones, supporting the Director of Facilities which can include sorting and distributing mail, managing calendars, assisting with new employees’ training and assisting with any special projects as needed.

This position can be a full-time position with the added tasks of recruiting and new hire orientation. This includes supporting several accounts in the region with full cycle recruiting efforts under the direction of the Regional Coordinator. A recruiter must be comfortable conducting interviews, sourcing on hiring platforms and making hiring decisions. They will also be responsible for ensuring onboarding and new hire documents have been completed. This may involve directly assisting new hires who need assistance either in person or remotely. Experience is not required but a strong background in Excel and Outlook would be beneficial along with a willingness to learn the recruitment industry.

Essential Functions:
This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Oversee all aspects of general office coordination with a strong ability to multi-task.
Maintain office calendar to coordinate work flow and meetings.
Maintain confidentiality in all aspects of client, staff and corporate information.
Schedule and coordinate all training sessions.
Interact with clients, vendors and visitors.
Answer telephones and transfer to appropriate staff member.
Open, sort and distribute incoming correspondence and email.
Sign for and distribute UPS/FedEx or similarly delivered packages.
Prepare responses to correspondence containing routine inquiries.
Perform general clerical duties to include, but not limited to, payroll, assisting in HR matters, copying, mailing and filing.
File and retrieve organizational documents, records and reports.
Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping.
May conduct research, compile data and prepare papers for consideration and presentation to the Director. A strong background in Excel and Word is required.
Set up and coordinate meetings and conferences.
Other duties as assigned by Director.

Minimum Qualifications
The requirements listed below are representative of the minimal education, experience, knowledge, skills, and/or abilities required for this position.

Education: High school diploma required, Bachelor’s degree preferred.
Certifications: N/A
Experience: At least three (3) years’ experience in general office responsibilities and procedures.

HES is a premier national provider of facilities management services focused 100% on educational institutions.

Headquartered in Knoxville, Tennessee, we pride ourselves on building best-in-class programs for custodial, maintenance, grounds, and landscaping services.

With hundreds of years of combined facilities experience, our leadership team is comprised of results-oriented, hands-on executives and facilities experts who give your facilities our full attention.

Whether for a grounds and landscaping program, custodial services, or maintenance solutions, HES will change the way you look at facilities management.

Want to become part of a winning team with opportunities for growth, career advancement and development? HES Facilities is proud to provide an environment where we support you and your drive for success. We have a passionate commitment to learning and investing in our associates looking to accelerate their careers. We offer a wide range of employment opportunities for professionals and entry level candidates who share our core values.