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Administrative Specialist at Henkels & McCoy in Blue Bell, Pennsylvania

Posted in General Business 30+ days ago.

Type: Full-Time





Job Description:


COMPANY SUMMARY:
Henkels & McCoy Group (HMG) is an industry-leading, privately held engineering and construction firm and, through its subsidiaries, provides critical infrastructure for the power, oil & gas pipeline, gas distribution, and communications markets throughout North America. HMG's subsidiary, H&M Shared Services, connects financial, administrative, and other support resources to HMG affiliate companies.

POSITION SUMMARY:

We are searching for an experienced Administrative Specialist to join our critically important Health, Safety, and Environment team! Our Administrative Specialist lives our values by providing a high level of administrative support to our Vice President and Health, Safety, and Environmental department. Daily duties include screening calls, managing calendars, travel and expense management, technical report creation, and data analysis and meeting/event coordination. To be successful in this role the Administrative Specialist must have strong computer and internet research skills, flexibility, excellent interpersonal skills, and project coordination experience. This individual must have the desire and ability to work well with all levels of internal management and staff and on a team, as well as outside clients and vendors. Sensitivity to confidential matters is required.

ROLE AND RESPONSIBILITIES:


  • Leverage impeccable time management and organization skills to manage and coordinate all appointments, calendar events, travel and meetings for the designated executive
  • Arrange complex domestic travel and provide detailed itinerary with each travel segment
  • Schedule and coordinate on and off-site meetings, liaising with attendees, prepare briefing materials, reserving appropriate space and catering, track and execute follow up items, etc.
  • Exercise a high level of detail and accuracy when managing, drafting, and editing communications in all formats (email, phone and written)
  • Provide outstanding customer service when receiving and screening all incoming calls
  • Receive and record incoming good catches, near misses, safety coaching observations and customer contact meetings
  • Meet with the Vice President daily when they are in the office to review important issues, and the status of current projects and to receive instructions for new tasks
  • Meet with staff monthly to ensure alignment with key business strategy and objectives
  • Provide general administrative support to include expense management, filing, coordination of calendars / events, updating of specific automated systems, generation of reports, etc.
  • Setup and prepare for staff meetings and training sessions to leverage the department's time and allow the focus to be on the highest priority issues.
  • Serve as point of contact for administrative questions regarding 888 How's My Driving, Intranet Data Entry, and the ordering of safety literature
  • Track key office dates (birthdays/anniversaries, etc.) and coordinate recognition events
  • Update various internal systems / databases (ex. injury records, OSHA citations, training records, written warnings) and create reports, as needed
  • Update "key" internal reports, performance metrics, distribution lists, organization charts, and data feeds for department use scheduled or ad hoc

EDUCATION/QUALIFICATIONS/SKILLS:

  • Bachelor's degree or equivalent work experience required
  • Minimum 5 years of administrative or executive support experience
  • Experience supporting management leadership preferably with exposure to the utility or construction industry
  • Administrative certification or equivalent preferred
  • Ability and willingness to go to field construction operations
  • High level of proficiency Microsoft Office suite, Office 365 and Adobe experience preferred
  • Excellent spreadsheet management skills using Excel (including creation of spreadsheets), excellent proficiency in Outlook, Word and PowerPoinT
  • Ability to type 70 WPM
  • Strong analytical skills and excellent judgment
  • Impeccable integrity, discretion and confidentiality
  • Excellent communication (written and verbal) and interpersonal skills
  • Must be a team player with strong relationship building skills
  • Proactive work style with the ability to anticipate needs
  • Superb time management and organizational skills





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