Administrative Assistant II
501-2000
Energy
Airswift is looking for an Administrative Assistant to support a major O&G client in Midland, TX on a 6-month assignment
Schedule: 5/40
Perform daily reception functions demonstrating proper discernment and discretion about business matters - Authorize point of contact and enforce security and access control procedures
Responsibilities:
• Greet and assist guests with introductions and working effectively with employees to project the best possible image of the company
• Answer, screen and route incoming calls
• Process telephone guest registration requests when necessary from employees
• Handle and provide mentorship to employees in using the defined visitor management system
• Handle the issuance and retrieval of access cards issued to authorize visiting employees
• Work closely with site personnel security staff attending the garage visitor gates to expedite unregistered guests
• Issue the appropriate pass and control visitor access to office areas escorted by the host
• Enforce the company security policies and procedures as needed
• Announce the visitors by contacting the employees/host requesting an escort to their desired locations
• Serve as the subpoena contact
• Assist employees with reserving the conference rooms and direct employees and guests to their designated conference rooms
• Implement and monitor the usage of the access control (turnstile) through the optical portals
• Provide daily and monthly reporting on guest statistics
• Assist with other duties such as mail deliveries and event/conference room bookings
Requirements:
• Current/Valid driver's license
• 3+ years of experience in reception/administrative support positions
• Intermediate proficiency with Microsoft O365 applications: Excel, Outlook, PowerPoint, SharePoint, Teams and Word
Preferred:
• Ability to master visitor registration system and specialized telecommunication equipment
• Possess the ability to communicate clearly and effectively verbally and in writing
• Attentive to detail, especially for ensuring accurate and complete information is documented and disseminated
• Possesses a strong positive attitude and demonstrated ability to initiate rather than react
• Able to handle delicate situations with grace and subtlety
• Good networking skills - builds/maintains effective working relationships
• Planning, organizing and time management
• Good Initiative and problem solving
• Ability to work under pressure within tight timelines
• Good judgment and high sense of accountability
Schedule: 5/40
Perform daily reception functions demonstrating proper discernment and discretion about business matters - Authorize point of contact and enforce security and access control procedures
Responsibilities:
• Greet and assist guests with introductions and working effectively with employees to project the best possible image of the company
• Answer, screen and route incoming calls
• Process telephone guest registration requests when necessary from employees
• Handle and provide mentorship to employees in using the defined visitor management system
• Handle the issuance and retrieval of access cards issued to authorize visiting employees
• Work closely with site personnel security staff attending the garage visitor gates to expedite unregistered guests
• Issue the appropriate pass and control visitor access to office areas escorted by the host
• Enforce the company security policies and procedures as needed
• Announce the visitors by contacting the employees/host requesting an escort to their desired locations
• Serve as the subpoena contact
• Assist employees with reserving the conference rooms and direct employees and guests to their designated conference rooms
• Implement and monitor the usage of the access control (turnstile) through the optical portals
• Provide daily and monthly reporting on guest statistics
• Assist with other duties such as mail deliveries and event/conference room bookings
Requirements:
• Current/Valid driver's license
• 3+ years of experience in reception/administrative support positions
• Intermediate proficiency with Microsoft O365 applications: Excel, Outlook, PowerPoint, SharePoint, Teams and Word
Preferred:
• Ability to master visitor registration system and specialized telecommunication equipment
• Possess the ability to communicate clearly and effectively verbally and in writing
• Attentive to detail, especially for ensuring accurate and complete information is documented and disseminated
• Possesses a strong positive attitude and demonstrated ability to initiate rather than react
• Able to handle delicate situations with grace and subtlety
• Good networking skills - builds/maintains effective working relationships
• Planning, organizing and time management
• Good Initiative and problem solving
• Ability to work under pressure within tight timelines
• Good judgment and high sense of accountability