Office administrator/receptionist job description

Holman is a global automotive leader that serves both commercial and consumer clients The Holman Way by always doing the right thing for our people, our customers, and the community since 1924. The Holman story began nearly a century ago as a single Ford dealership in New Jersey. Today, Holman, headquartered in Mount Laurel, New Jersey, is one of the largest family-owned automotive service organizations in North America with more than 6,500 employees across North America, the UK, and Germany.

Holman delivers a unique range of automotive-centric services including industry-leading fleet management and leasing; vehicle fabrication and upfitting; component manufacturing and productivity solutions; powertrain distribution and logistics services; commercial and personal insurance and risk management; and retail automotive sales as one of the largest privately owned dealership groups in the United States. Guided by its deeply rooted core values and principles, Holman is continuously Driving What's Right.
Audi San Diego
has an outstanding opportunity for a
Service Department Administrative Assistant
to join the Holman family!


What will you do?



Perform general office and administrative duties Review repair orders for accuracy Communicate promptly and clearly to customers Answer and route phone calls that come to the Service Department Help provide customers with estimates, warranty and recall information, and provide status updates Responsible for accurately counting cash drawers Filing and scanning of all dealership repair orders



What are we looking for?



High School Diploma or equivalent. Automotive dealership experience highly preferred but not required. Excellent written and verbal communication skills. Proven outstanding customer service, preferably with a high-line brand. Team-oriented and flexible.



At Holman, we exist to pro
vide rewarding careers and better lives for employees and their families. We hire, train, empower, and reward exceptional people. Our journey is guided by our desire to get it right every time and the acknowledgement that we have an opportunity to be better. To be better, we have to do better, and to do better we must know better. That's why we are listening, open to learning new things - about ourselves and each other. We will never stop striving for improved diversity, equity, and inclusion because we are successful together when we feel trusted and supported. It's The Holman Way.



Holman provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.



This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Building a career at Granite may be the most valuable thing you could do...
Are you interested in the opportunity to work for an industry-leading company that will give you the experience and exposure you need to build your career and personal brand? If so, then you've come to the right place!

General Summary
This is an entry level position responsible for assisting and supporting the Business Manager and/or Office Manager in performing multiple administrative functions to ensure efficient, cost effective and professional office operations.

Essential Job Accountabilities
Answer multi-line telephone system; screen, direct, and transfer calls accordingly to ensure calls are properly directed to the correct recipient; take messages when applicable.Greet and assist visitors; receive/distribute packages and mail; prepare outgoing packages and mail; order, receive, and stock office supplies.Communicate with vendors.Greet external customers to ensure that they are properly directed.Maintain orderliness and cleanliness of work areas including but not limited to; reception area, conference rooms and common areas.Responsible for assisting in day-to-day administrative and basic accounting functions of the business unit to ensure accurate, efficient and timely processes. Assist with various daily, weekly and monthly administrative functions and process all or some of the following: payroll, accounts payable, accounts receivable, contracts, material billings, equipment reporting, fuel reconciliation, petty cash, purchasing card reconciliation and document control to ensure accuracy and timely completion in accordance with established procedures and compliance with Company policy, General Accepted Accounting Principles and Sarbanes-Oxley requirements. Provide accurate and timely communication to the Business Manager and/or Office Manager on relevant issues to ensure key information is disseminated.Assist field operations with informational inquiries to ensure productive work environment.Assist with large job set ups, contract billings and A/R collections to ensure accuracy, timeliness and cost effectiveness.Assist with internal audits and self-audits of all business functions to ensure that established internal controls are followed to maintain compliance with Granite's policies and procedures, including all Sarbanes-Oxley requirements. Assist other functional leaders with administrative functions including Human Resources, Equipment, Safety, Estimating, Construction and Construction Materials to ensure efficiency and accuracy of office needs. Provide purchasing/ shipping/ receiving support, for field operations as needed to ensure productive work environment. Depending on work location.Provide business development support, as needed, for communicating with customers (mailings/ faxes/ invitations, etc.). Depending on work location.

Education
High School diploma or equivalent required.

Work Experience
0-2 year administrative and office experience
Knowledge, kills, and abilities
Detailed knowledge of company operations, organizational procedures, and personnel.Must be proficient on spreadsheet and word processing applications, i.e. Word and Excel.Must demonstrate ethical and professional business practices.Must have effective verbal and written communications skills.Ability to work independently.Ability to work well under pressure.Ability to problem-solve.Ability to handle multiple tasks and respond with a sense of urgency as required.Detail oriented and excellent organizational skills.JD Edwards World/One World.10 key by touch.JWS Material Billings System (preferred).

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand, walk, sit and use hands to operate a computer keyboard. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Additional Requirements/Skills
Ability to abide by Granite's Code of Conduct on a daily basis.Team player.

About Granite Construction IncorporatedGranite Construction Incorporated is a member of the S&P 400 Index and is the parent company of Granite Construction Company, one of the nation's largest heavy civil contractors and construction materials producers. Granite Construction is an Affirmative Action/Equal Opportunity Employer of Minorities, Females, Protected Veterans, Individuals with Disabilities and a Drug-Free Workplace. For additional information on applicant/employee rights please click here.Notice to Staffing AgenciesGranite Construction, Inc. and its subsidiaries ("Granite") will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Granite, including unsolicited resumes sent to a Granite mailing address, fax machine or email address, directly to Granite employees, or to Granite's resume database will be considered Granite property. Granite will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. Granite will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. Agencies must obtain advance written approval from Granite's recruiting function to submit resumes, and then only in conjunction with a valid fully-executed contract for service and in response to a specific job opening. Granite will not pay a fee to any Agency that does not have such agreement in place. Agency agreements will only be valid if in writing and signed by Granite's Human Resources Representative or his/ her designee. No other Granite employee is authorized to bind Granite to any agreement regarding the placement of candidates by Agencies.

THE COMPANY
Hannon Armstrong (NYSE: HASI) is the first U.S. public company solely dedicated to investments in climate solutions, providing capital to assets developed by leading companies in energy efficiency, renewable energy, and other sustainable infrastructure markets. Our core purpose is to make climate positive investments with superior risk-adjusted returns. For more information, please visit hannonarmstrong.com or follow us on Twitter and Linkedin.

POSITION SUMMARY

The Office Administrator/Receptionists responsible for a broad range of administrative functions and facilities management of Hannon Armstrong's Annapolis, MD the position requires superior people, communication, organizational, planning, and project management skills as well as flexibility and adaptability. The role reports to the Executive Assistant to the CEO

RESPONSIBILITIES

Position responsibilities include but may not be limited to the following:

Reception

Greets, directs, and announces visitors and vendors at the front desk appropriately
Coordinates all incoming and outgoing mail services (USPS, FedEx, UPS, etc.), including opening and sorting incoming mail; packing, labeling and coordinating outgoing mail; maintaining the Company postage equipment
Manage company's general info email address by screening and forwarding as appropriate
Assists/coordinates with other members of administrative-support team on various engagements (e.g., preparation/catering for board meetings, quarterly company meetings, etc.)
Maintain office security by following safety procedures and controlling access via the reception desk including COVID vaccination verification, visitor log, etc.
Ensure common areas (reception, conference rooms, supply/printer stations and break room) are tidy and presentable at all times, and stocked with all necessary material and materials as appropriate for each space
Oversee conference room scheduling, organization, and provides real time support as needed

Facilities Management

Manage relationships with vendors, service providers, tech support, and building management on behalf of our employees to ensure effective utilization and enjoyment of our office space
Monitor, order, and organize office and building supply inventory; track supply inventory budget and expenses
Coordinate catering as needed (weekly Leadership Team meetings, monthly Lunch and Learns, etc.)and ensures on-time delivery and accuracy
Active participation in Company's Social Committee and Emergency Operations Committee
Maintain office storage unit by updating records and coordinating purges as necessary
Assist HR with New Hires on first day (office tour, parking pass distribution, office, workspace readiness, etc.)
Maintain AED/first aid stations
Identify opportunities for process and office management improvements; design and implement new systems to create more streamlined and efficient means of execution

Provides administrative support as well as assistance for special projects as assigned

WORKEXPERIENCE

At least 5 years of office management or professional experience in another professional office environment

EDUCATION

Bachelor's degree preferred

SKILLS AND ABILITIES

Strong written and verbal communication skills
Excellent time management skills and ability to multitask and prioritize work
Attention to detail and superior problem-solving skills
Proficient in Microsoft Office applications
Ability to work effectively and professionally with Company clients and vendors(internal or external) at various levels and liaise carousal functional areas within the Company
Dependable and proactive, excellent in taking initiative
Ability to own tasks from start to completion, as well as ability to manage multiple projects
Fast learner ;motivated to take on new challenges

EEO STATEMENT

The Company maintains a policy of non-discrimination in employment and complies with and supports all Federal, state, and local laws regarding discrimination in employment. Specifically, the Company does not discriminate in employment opportunities or practices against any employee, intern, or applicant on the basis of race, color, gender, sex, sexual orientation, gender identity, religion, ancestry, national origin, age, citizenship status, marital status, pregnancy (including childbirth, lactation, or related medical conditions), mental or physical disability, veteran status, uniformed servicemember status, genetic information (including testing and characteristics), or any other characteristic to the extent prohibited by federal, state, or local law. Decisions regarding staffing, selection, and promotions are made on the basis of individual qualifications related to the requirements of the position.