Site Admin Specialist

Site Admin Specialist

HomeServe USA, a Brookfield Infrastructure Group portfolio company, is a Great Place to Work, and while we're biased, we're not just saying that. We're proud to have been certified as a Great place to Work the last ten years. What does HomeServe do and what makes it so great? Well, we're glad you asked!

We put people at the heart of everything we do. That's priority number one for all of us. For the nearly 5 million customers we serve, that means being there when they have an emergency home repair need, such as getting their a/c working, clearing their clogged pipes, or fixing broken electrical systems. With over 1,300 municipal and utility partners, that means providing their customers with access to affordable home repair plans, making it easier, faster and less expensive to have their home repair needs met. And for the more than 1,500 people working alongside us, it means fostering a rewarding, inclusive and challenging career experience that we think is second to none. At HomeServe, everyone is welcome. We know that having diverse teams has a positive impact on our work and ultimately helps us better serve our customers.

No matter your role at HomeServe, you're part of a growing team that's working to make home repairs and improvements easy.

Position Overview:

At HomeServe, we are dedicated to providing our employees with a workplace that allows every employee to achieve their best. Our company has a collaborative, professional, and fun atmosphere and we offer an exciting array of opportunities for career-minded people with an entrepreneurial spirit.

The Site Administrative Specialist position will be the "face" of the HomeServe Chattanooga, TN site and will need to be positive, welcoming, and energetic. This position will be the first point of contact for all visitors entering the building as well as managing the day-to-day office responsibilities. In addition, the role will be responsible for scheduling, communicating, and coordinating all site visits as well as working with the SVP of Contact Center Operations on special projects as needed.

Responsibilities:

Front Desk & Visitor Management

• Manage the front desk, greeting all guests in a professional and friendly manner
• Monitor visitor access, issue badges, and assist with requests
• Track all employee visitors from all sites across the organization, coordinating workspace needs, Wi-Fi access, and ad hoc requests for visiting employees

Administrative Support

• Provide general administrative and clerical support across departments, prioritized by urgency and deadlines
• Arrange and manage calendars, schedule meetings, conference calls, and events for leadership as needed
• Coordinate travel arrangements and catering requests
• Assist departments with scheduling, communicating, and coordinating site visits, events, and research needs
• Provide backup support to the Engagement Coordinator and Facility Manager as needed

Office & Facility Oversight

• Maintain the reception area to ensure a welcoming and professional environment
• Coordinate and manage office space and workstation availability for visiting employees

Compliance & Confidentiality

• Follow and uphold HomeServe's Code of Conduct, Information Security Policies, and Physical Security Policies and Procedures
• Maintain confidentiality and exercise discretion in handling sensitive information

Essential Functions:

Essential Job Function - % of Time on Function

Front Desk & Visitor Management Managing the front desk, greeting guests, monitoring visitor access, maintaining visitor logs, issuing badges, and tracking employee visitors from all sites including international visitors. - 30%

Administrative Support Providing general administrative and clerical support, managing calendars, scheduling meetings, coordinating travel arrangements and catering, and coordinating site visits. - 30%

Office & Facility Oversight Maintaining the reception area and coordinating office space, meeting space and workstation availability for visiting employees. - 20%

Communication & Event Coordination - serve as a liaison between management, employees, vendors and clients. Handle correspondence, answer inquiries, and help resolve administrative or service-related issues professionally. Coordinate logistics for site-wide meetings, engagement activities, and employee recognition events - 20%

Total - 100%

Job Requirements:

• Minimum of one (1) year of receptionist and/or administrative experience; experience overseeing administration of large office functions strongly preferred
• Proficiency with Microsoft Office Suite required (Excel, Word, and PowerPoint); training on additional software programs and procedures will be provided as needed
• Experience with travel planning and organizing large group meetings desired
• Strong work ethic with a willingness to take ownership of wide-ranging responsibilities
• Ability to perform effectively under deadline pressure while maintaining attention to detail, accuracy, and quality
• Ability to handle confidential and sensitive information with discretion and professionalism
• Self-directed and proactive, with the ability to assess problems, identify solutions, and work both independently and collaboratively in a fast-paced, dynamic environment
• Strong professional yet friendly demeanor with excellent phone etiquette
• Exceptional interpersonal, communication, and conflict resolution skills
• Highly organized with the ability to prioritize, multitask, and manage competing demands
• Self-sufficient with the ability to provide direction upward, downward, and laterally across the organization
• Resourceful and proactive in addressing issues as they arise
• Ability to lift up to 20 pounds

In return, we offer:

• Competitive compensation
• Career development and advancement opportunities
• Casual attire throughout the week
• Friendly, open and team oriented work atmosphere
• Excellent benefits including generous medical, vision, dental and life & disability insurance
• 401(k) plan with a company match
• Eligibility to enroll in up to two HomeServe coverage plans paid for by the company

Minimum Physical Requirements:

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions of the position for which they work. While performing the duties of this position, the employee is regularly required to listen, talk and hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls while executing tasks like working on a computer or talking on the telephone. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually moderate to low.

This job description is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

HomeServe USA is an equal opportunity employer.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.