administrative assistant

POSITION SPECIFICATION

Position Receptionist/Office Coordinator

Organization KFI Engineers (KFI)

Reporting Relationship Director, Human Resources

Website http://www.kfi-eng.com/

COMPANY BACKGROUND

KFI is a recognized industry leader in process and facility infrastructure design and performance. Since 1996, our culture of collaboration and unique capabilities have allowed us to make a difference in the way infrastructure and processing projects are delivered. We serve clients in numerous markets and geographical areas including the United States, Canada, and Central America.

Headquartered in St. Paul, MN, with six regional offices and a team of over 200 professionals, we offer opportunities to continue your career with mentorship programs, career growth support, and continued education. With KFI, we find a way to provide creative solutions to unique projects while providing the same care we would expect if we were the client. For more information about KFI Engineers and our culture, please visit www.kfi-eng.com.

POSITION OVERVIEW

The Receptionist/Office Coordinator shall be responsible for managing the needs of the KFI Fargo office and providing project coordination duties for all groups represented in the office. This position will be responsible for maintaining office resources and greeting visitors in addition to providing administrative support to employees and projects.

TYPICAL RESPONSIBILITIES

Specific responsibilities will include, but not be limited to, the following:

• Manage front desk and reception area; to include greeting all customers and vendors, assisting with answering company phone calls.
• Maintain understanding of business environment to connect incoming calls to proper staff.
• Provide printing, copying, binding functions, etc.
• Sort and distribute incoming mail; prepare outgoing packages, overnight mail and arrange courier service when needed.
• Schedule meetings and coordinate events (interviews, on-boarding, customer meetings, office events, etc.).
• Ensure conference rooms, front desk, and kitchen areas are presentable and stocked with materials.
• Order supplies for staff, office, and breakroom.
• Act as point-of-contact for building manager and office maintenance.
• Book travel arrangements for staff.
• Provide project assistance including the preparation of workplans, formatting and editing of project specifications, production of technical reports, routing and tracking of shop drawings, and correspondence.
• Compose and distribute correspondence and assist with reports and presentation for all groups represented in the Fargo office.
• Track and manage the outsourcing for calibration of tools used by field staff.
• Assist in proposal tracking and marketing support, as needed.
• Assist Human Resources and Director of Project Management with miscellaneous tasks, as needed.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Strong organizational skills.
• Ability to multi-task.
• Achieve high level of customer satisfaction (internal and external) for services provided.
• Interact effectively with other staff.
• Represent the company in a professional manner.
• Proficient in use of MS Office (Word, Visio, PowerPoint, Outlook, etc.).
• Ability to effectively communicate verbally and in writing, in English.
• Knowledge of computer technology and specific areas of application.

LEADERSHIP CHARACTERISTICS

Understanding the Business

• Knows the business and the mission-critical technical and functional skills needed to do the job; understands the “KFI way” – our Mission, Vision and processes. Learns new methods and technologies easily.

Getting Organized

• Is well organized and resourceful; effective and efficient at marshalling multiple resources to get things done; lays out tasks in sufficient detail to mark the trail; is able to get things done with less and in less time; can work on multiple tasks at once without losing track; foresees and plans around obstacles.

Focusing on Action and Outcomes

• Attacks everything with drive and energy with an eye on the bottom line; not afraid to initiate action before all the facts are known; drives everything from start to finish.

Focusing on the Customer

• Identifies and anticipates customer requirements, expectations, and needs. Creates systems and processes that make it easy for customers to do business with the company. Ensures that customer issues are resolved.

Communicating Effectively

• Writes and presents effectively; adjusts to fit the audience and the message; strongly gets a message across.

Influencing Others

• Ensures that proposals or arguments are supported by strong logic and a compelling business case, addressing all relevant factors. Identifies the agendas, concerns, and motivations of others.

Builds Relationships

• Treats people with respect; relates well to people regardless of their organization level, personality, or background. Encourages others to express their views, even those contrary to current thinking.

EDUCATION

Associate degree and/or 3 years relevant experience preferred.

COMPENSATION

Recognizing the importance of this position to KFI, a competitive wage and benefits package will be offered.

KFI ENGINEERS CONTACT

651-771-0880

670 County Road B West

Roseville, MN 55113

careers@kfi-eng.com

KFI Engineers is an Equal Opportunity Employer.