Administrative Support Specialist

Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration, HVAC, plumbing, metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett  Mechanical Team, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're a part of our Bassett Mechanical Team. 

Position Purpose

The primary purpose of this position is to provide general administrative support to the organization, with specific focus on the metal fabricating division and process safety management team. This position also acts as back-up coverage for the front desk receptionist and employee travel requests.

Position Responsibilities

• Provide front desk coverage during receptionist’s lunch breaks, time off, meetings or other activities requiring his/her absence from the front desk. This coverage includes:
  
  
  
  • Operating the switchboard (receiving, screening, and directing calls as appropriate). This also includes overflow calls from the service dispatch area. 
    Interacting with visitors (greeting, screening, directing, assisting w/signing in and out, etc.).
  
  
  • Answer overflow phone calls from the front desk, representing the organization in a manner that aligns with the company culture.
  
  
  
  


• Vinyl Machine: Execute all vinyl requests received, including nameplate creation for new hires. 

Metal Fabricating Support (Thermatech & Sheet Metal Departments)

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  • Provide administrative support to the metal fabricating division engineers and project managers.Tasks include, but are not limited to:
    
    
    
    • Updating spreadsheets and creating shipping labels 
    
    
    • Scanning data books for Thermatech, as well as prints & BOLs (bills of lading) for Sheet Metal
    
    
    • Pulling job numbers and material charge-outs
    
    
    • Entering job cost adjustments
    
    
    • Completing imports from our Vista by Viewpoint software
    
    
    • Entering updates within Bassett’s various Customer Relationship Management tools
    
    
    • Completing parts orders for specified customer(s)
    
    
    • Assisting with subcontracts
    
    
    • Provide overall administrative support for the Metal Fabricating Division’s Business
    
    
    • Development Director and Sales Representative. 
    
    
    • Cross-train and act as primary back-up to the Metal Fabricating Project Coordinator during absences and heavy workload. 
    
    
    
    
  
  
  
  

Process Safety Management Support

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  • Provide administrative support to the PSM team. Tasks include, but are not limited to: 
    
    
    
    
    • Scanning documentation 
    
    
    • Binder creation 
    
    
    • Data-entry
    
    
    • General administrative support 
    
    
    
    
  
  
  
  

Travel Coordination

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  • Own the travel inbox and triage requests as they come in. 
    
    
    
    
    • Book/adjust/troubleshoot travel arrangements as needed (air, vehicle, lodging, conference registrations, etc.).
    
    
    
    
  
  
  • Be the primary contact for Concur travel solutions. 
  
  
  • Monitor receipts received for travel reservations and code expenses to the proper job. 
  
  
  • Work with Director of HR, who acts as Travel Manager, on any travel-related process changes or
  
  
  • improvements for communication and implementation. 
  
  
  
  

Overall Company Administrative Support

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  • Data-entry; typing; scanning; laminating; scheduling; filing; etc.
  
  
  • Creating/modifying documents, spreadsheets, posters, forms, etc. (Excel, Word or PowerPoint)
  
  
  • Ordering lunches; and set-up/clean-up for meetings, upon request. 
  
  
  • Weekly mail run 
  
  
  • Manage the merchandise closet and orders
  
  
  • Serve as a super-user or “go-to” person for at least 1 or 2 of the Microsoft Office Suite applications 
  
  
  • Support various groups throughout the organization as well as annual programs/events (wellness committee, United Way committee, Kaizen teams & events, annual holiday giving tree, etc.)
  
  
  • Year-end audit letters for accounting
  
  
  
  


• Miscellaneous administrative projects as assigned.


• Create/maintain SOPs (standard operating procedures) for the position; follow documented procedures and keep areas organized.


• Apply Lean principals to work methods, work processes, and workspace. Support and maintain a safe and Lean work environment.


• Other projects/duties as assigned.

Summary of Knowledge, Skills, and Abilities 

• Minimum of 3 years of experience in an administrative support role. 


• High School Diploma required. Additional schooling or Associate Degree preferred. 


• Strong focus on great customer service for both internal and external customers.


• Ability to assess situations and use persistence/knowledge/resources to find a solution.


• Professional, energetic and friendly demeanor; calm in difficult situations.


• Skilled in organizing, prioritizing, and handling multiple tasks and frequent interruptions 


• Punctual and reliable 


• Collaborative and team-oriented


• Great verbal and written communication skills; discretion speaking around visitors.


• Ability to interact and work with different personalities and levels of responsibility.


• Strong clerical and software skills: 


• Typing of 50+ wpm


• Proficient in Microsoft Outlook, Word, Excel & PowerPoint

Direct Reports

• None