Receptionist/FM Administrator

Receptionist/FM AdministratorHanley Energy is a globally recognized innovator in mission critical power and energy efficient technologies with United States headquarters based in Ashburn, Virginia with regional offices in Boardman, Oregon. We also have a global presence in Ireland, Australia, Germany, South Africa and the Nordics.We specialize in the design, source, supply, installation and commissioning of critical power and energy management solutions - from the power grid all the way to the factory process equipment and Data Center IT rack - coupled with comprehensive service and maintenance, security, consulting and training.Our approach is to develop partnerships with clients, ensuring excellent delivery coupled with cost-effective technology solutions. In this way, we help our clients to reduce energy costs, ensure 100% up-time and optimize their operational competitiveness. We are looking for Receptionist to join our team in Ashburn, VA. Spanish as a second language is required.Receptionist/FM AdministratorThe role of Receptionist/ FM Administrator is within the Hanley Energy US East Region working from our Ashburn, Virginia location. The Receptionist serves as the first point of contact for visitors, clients, and employees, providing professional and welcoming experience. This role is responsible for managing front desk operations, handling incoming calls, and providing administrative support to ensure smooth daily office operations. This role will report onto the Facilities management Dept.This position will support various main office functions including:Serve as the first point of contact for all visitors, clients, contractors, vendors, and suppliers, greeting and assisting them in a courteous and professional mannerAnswer, screen, and direct incoming phone calls promptly and professionallyManage front desk operations, including visitor sign-in and badge issuancePrint, track, and issue Staff, Visitor, and Contractor ID badgesMaintain a clean, organized, and professional reception areaReceive, sort, and distribute daily mail and deliveriesSchedule appointments and manage conference room bookingsCoordinate office supplies and stationery inventory, including ordering across all four sitesProvide general administrative support, including data entry, filing, and document preparationMaintain accurate and up-to-date records, databases, filing systems, and the office management system for the Facilities Management (FM) DepartmentSupport contracted partners and Facilities vendors as neededAssist with internal communications and employee inquiries using CMMS systemsAssist with energy and waste management tracking and data entry in SharePoint systemsSupport the planning and execution of hospitality eventsPromote and instill a strong customer-focused culture within the Facilities TeamPerform ad hoc administrative duties and, on occasion, provide on-site support to other departments as directed by the Facilities ManagerQualifications:High school diploma or equivalent required; additional administrative training is a plusProven experience in a receptionist, front desk, or administrative support role preferredProficiency in Microsoft Office (Outlook, Word, Excel) or similar systemsStrong verbal and written communication skillsExcellent organizational skills and attention to detailAbility to multitask and prioritize in a fast-paced environment3+ years Administrative Office experience is preferredSkills & CompetenciesProfessional demeanor and customer-service mindsetStrong interpersonal and communication skillsTime management and organizational abilityDependability and discretion when handling confidential informationAbility to work independently and as part of a teamBilingual skills required/preferred; must be fluent in English and SpanishWorking ConditionsOffice-based role with extended periods of sittingOccasional lifting of office supplies (up to 20 lbs.)Office hours are 0900hrs to 1700hrs (9AM- 5PM) daily Monday to Friday.Qualifications:High school diploma or equivalent required; additional administrative training is a plusProven experience in a receptionist, front desk, or administrative support role preferredProficiency in Microsoft Office (Outlook, Word, Excel) or similar systemsStrong verbal and written communication skillsExcellent organizational skills and attention to detailAbility to multitask and prioritize in a fast-paced environment3+ years Administrative Office experience is preferredSkills & CompetenciesProfessional demeanor and customer-service mindsetStrong interpersonal and communication skillsTime management and organizational abilityDependability and discretion when handling confidential informationAbility to work independently and as part of a teamBilingual skills required/preferred; must be fluent in English and SpanishWorking ConditionsOffice-based role with extended periods of sittingOccasional lifting of office supplies (up to 20 lbs.)Office hours are 0900hrs to 1700hrs (9AM- 5PM) daily Monday to Friday.