Administrative Specialist

Responsibilities

• Greets and welcomes visitors in a professional and courteous manner.
• Verifies appointments and manages building access.
• Maintains accurate visitor logs and ensures compliance with sign-in/out procedures.
• Answers and routes incoming calls promptly and professionally.
• Takes accurate messages and ensures timely delivery.
• Scans and uploads invoices into the accounting/document management systems.
• Monitors inventory levels for office and kitchen supplies.
• Plays a key role in managing front desk operations, coordinating visitor access, supporting mail and invoice processing, and maintaining essential office supplies.
• Liaises with internal staff and external guests and supports the business with various administrative tasks and initiatives.

Qualifications

• A high school diploma or equivalent; an associate degree preferred.
• 1-2 years of experience in a receptionist or front desk role.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Strong communication and interpersonal skills.
• Ability to manage priorities and multitask effectively.
• Reliable, punctual, and professional demeanor.
• Ability to work in the office full-time.

Key Competencies

• Customer Focus – Build strong internal and external relationships through professional and courteous service.
• Collaborate – Work effectively with others to meet shared objectives.
• Instill Trust – Demonstrate honesty, integrity, and professionalism.
• Action Oriented – Take initiative and respond promptly to requests and challenges.
• Organizational Savy – Navigate office dynamics and support cross-functional teams.
• Drive Results – Maintain accuracy and efficiency in a fast-paced environment.

About the Role

Henkels & McCoy, Inc. is a leading utility construction firm providing critical infrastructure for the power, oil & gas pipeline, telecommunications, and gas distribution markets. The Administrative Support Specialist plays a crucial role in managing front desk operations, coordinating visitor access, supporting mail and invoice processing, and maintaining essential office supplies. This role involves interacting with both internal staff and external guests, supporting the business with various administrative tasks and initiatives.