Branch:  Corporate Office – Greensboro, NC

Position Summary: The Marketing Administrative Assistant participates as a member of a team of professional, dedicated employees. This position requires skills that include team-based interaction and administrative support. The Marketing Administrative Assistant must have the ability to work under pressure, demonstrate active listening and exhibit organizational skills. This is a demanding and diverse role with many time sensitive deadlines that includes a mix of administrative tasks and project coordination.

Duties and Responsibilities:
Event Coordination – Coordinates customer and guest email lists, keeping them up to date and organized. Maintains spreadsheets of event reports, guest lists and RSVPs, reporting to each branch manager twice per week. Must properly register all continuing education events with the appropriate entities and maintain records and surveys of each event, for auditing and licensing purposes. Assists with information input into online invitation systems, including Eventbrite and/or HubSpot, and limited correspondence with customers and guests directly.
Sales and Marketing Materials – Coordinates the inventory of all marketing materials. Assists with production of annual company calendar. Orders business cards, name tags, and name plates and holders. Sales aids and marketing materials include but are not limited to: brochures, catalogues, published manufacturer lists, digital and print branded materials, tradeshow displays and literature, business cards, photography, advertising and promotional materials.
Event Hosting – Helps coordinate corporate events in Greensboro, including the preparation, setup, execution and breakdown of each event. Responsibilities include catering and venue coordination, shopping for supplies, organization of event supplies stock, and coordinating alternative parking arrangements.
Manufacturer Training Classes– Works with our marketing department to coordinate training classes. Duties include event registration, collecting payment, hosting and handling catering on the training dates.
Company Store – Assists marketing team with inventory management of promotional items.
Tradeshows and External Events – Works with marketing team and Branch Managers to assist in the preparation and execution of tradeshows and seminars, as well as promotional and recruiting events.
Internal Events – Assists in the coordination and execution of employee-centered events, including Holiday events, managers meetings, parties and celebrations. Assists with company projects like the United Way campaign and the bi-annual sales meeting.

Position Requirements:

• Minimum of high school diploma. Associates degree preferred.
• Must be detail oriented, results oriented and able to embrace and adapt to change, along with the ability to effectively multi-task in a deadline driven atmosphere.
• Strong customer service skills, with the desire to go above and beyond for both internal and external customers.
• High levels of organization, planning, presentation, customer service and professionalism.
• Strong proficiency in Microsoft Office suite of products, including MS Word, Excel, and PowerPoint.
• Ability to work occasional evenings and weekends.

Physical Demands:

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Handling/Fingering: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Frequently
• Lifting/Carrying 10 lbs. or less: Frequently
• Lifting/Carrying 11-20 lbs.: Occasionally
• Reaching Outward: Occasionally
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building.

No phone calls or drop-ins please.
EEO Employer/Vets/Disabled

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Branches: Asheville, Charleston, Charlotte, Chattanooga, Chesapeake, Columbia, Greensboro, Greenville, Knoxville, Raleigh, Richmond, Roanoke, Wilmington
Hoffman & Hoffman, Inc. offers sales opportunities, which are challenging and rewarding. Our salespeople provide consulting engineers and contractors the tools to select and apply equipment from the industry’s finest manufacturers of mechanical systems. Successful Hoffman & Hoffman, Inc.  salespeople develop relationships and trust with their customers and then retain them by providing superior service.

Salespeople operate out of thirteen (13) branches throughout North Carolina, South Carolina, Virginia and Tennessee. Each sales office is uniquely positioned to service its specific market. Outside salespeople interact directly with our customers while inside sales assistants provide the uninterrupted sales support that our customers deserve.

These positions are based on a corporate sales philosophy of providing each sales person with a diverse group of customers consisting of mechanical and general contractors, mechanical engineers and owners. Our wide offering of equipment and systems insures the proper package is available for specific customers’ needs.

Hoffman & Hoffman’s product lines include industrial heating and air conditioning equipment, airside filtration, laboratory and process air pressurization controls, industrial and commercial energy recovery systems, dehumidification systems, process cooling systems and many air control products.

Our branch sales network offers our salespeople various localities throughout the Carolinas, Virginia and Tennessee in which to live. Hoffman & Hoffman, Inc. offers competitive compensation and benefits including health care, vision, dental, prescription drug coverage, 401K, Flexible Spending Accounts and company stock ownership. We offer long-term stability and growth opportunities to our employees.

No phone calls or drop-ins please.
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JOB TITLE: SALES ENGINEER

BRANCHES: Asheville, Charlotte, Greensboro, Raleigh, Wilmington

JOB SUMMARY:  A Construction/Service Sales Engineer prepares proposals for construction projects by using existing company estimating tools and methodologies to develop cost estimates from project plans and specifications.  Our territory includes North Carolina.  Our customer base includes but is not limited to; data centers, hospital and healthcare facilities, government buildings, school districts, and higher education buildings.

DUTIES AND RESPONSIBILITIES:

• Coordinates with sales force by assuring estimates and proposals are both accurate and timely in order to meet bid deadlines.
• Maintains relationships with subcontractors to ensure timely accurate pricing for construction bids.
• Comply with company standards and procedures by becoming familiar with existing policies, procedures, and methods of work.
• Identifies potential energy savings projects by surveying customer installations for the purpose of evaluating existing HVAC and/or lighting systems.
• Prepares proposal for recommended upgrades by developing detailed capitol cost estimates, estimates of energy savings and developing economic return models.
• Assist in evaluating new products and services by researching products, vendors and industry trends for potential fits with the company’s goals.
• Maintains industry technical knowledge by attending approved educational workshops, reviewing industry publications and websites.

SKILLS AND ABILITIES:

• Knowledge of HVAC DDC Control Theory & Applications and Mechanical systems
• Strong time management and organizational skills
• Strong communications and interactive skills
• Ability to work independently and unsupervised
• Strong ability to multitask
• Above average time management skills
• Proficient in Microsoft Office tools 

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Engineering/Building Construction degree

No phone calls or drop-ins please.
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JOB TITLE: Controls Technician
STATUS: Full Time, Non-Exempt (Eligible for overtime)
DEPARTMENT: Construction
REPORTS TO: Operations Supervisor

JOB PURPOSE: Commissions DDC SYSTEMS by following commissioning procedures and guidelines.

Essential Duties and Responsibilities:

• ORGANIZES COMMISSIONING PROJECTS by accepting projects from project management; analyzing commissioning workload timelines; understanding project requirements, sequence of operation, programming and system type; conferring and collaborating with other members of engineering and programming team.
• DIRECTS ELECTRICAL SUBCONTRACTORS by prioritizing areas of completion; answering questions to assure proper installation; enforcing proper installation methods verifying proper installation.
• COMPLETES COMMISSIONING PROJECTS by organizing, prioritizing and scheduling start-up assignments; coordinating with programming for needed modifications and corrections for DDC and Displays; organizing turnover to Project Manager for project close-out; following up on work results.
• COMMUNICATES PROJECT INFORMATION by updating Project Managers and Construction Coordinator as to construction progress; updating any project deadline information; advising as to any changes in schedule or change orders; logging daily work in a project manual or work diary.
• ACHIEVES FINANCIAL OBJECTIVES by cooperating with Ops management team in reviewing monthly job labor cost reports as needed; initiating corrective actions as directed.
• ENSURES PROPER SYSTEM OPERABILITY by assisting in an onsite performance verification (“Big Picture Checkout”) with the HBT engineer to verify the system is functioning as it was designed.
• MAINTAINS INDUSTRY TECHNICAL KNOWLEDGE by attending approved educational workshops; reviewing industry publications; reviewing Dealer Intranets; maintaining knowledge on proper electrical and mechanical installation methods; reviewing product specifications and catalogs on project material.
• MAINTAINS PROJECT DOCUMENTATION by updating Gray Book for wiring diagrams and sequence changes; maintaining current DDC program and Displays; maintaining project commissioning sheets; collaborating with Project Managers and Programmers to assure that current documentation is accurately and promptly transmitted from the field.
• CONTRIBUTES TO TEAM EFFORT by leading by example; initiating an open and positive attitude; preparing for and attending training meetings; assisting in the training of new employees; sharing technical information with associates; accomplishing related results as needed.
• WILLINGNESS AND ABILITY TO TRAVEL by Cooperating and understanding the importance high profile customers with locations in multiple regions and recognizes a sense of urgency with those needs.

TO VIEW THE PHYSICAL ASSESSMENT, CLICK HERE.

No phone calls or drop-ins please.
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JOB TITLE: Engineer

STATUS: Exempt (Not eligible for overtime)

DEPARTMENT: Construction

REPORTS TO: Operations Supervisor

LOCATIONS: Charlotte, NC

JOB PURPOSE: Completes design and programming of DDC Systems by creating project design packages and programming data.

Essential Duties and Responsibilities:

· ORGANIZES DESIGN PROJECTS by accepting new projects from Engineering Manager; collecting and completing all needed project documentation; understanding project requirements, collaborating with Sales to gain any specific project issues; collaborating with Engineering Manager for proper scheduling.

· PREPARES DESIGN PACKAGES (SUBMITTALS) by completing wiring diagrams, sequence of operation, bill of materials and valve and other needed schedules as required by the project documentation and Division standard practices.

· COORDINATES TURNOVER OF DESIGN PACKAGES TO PROJECT MANAGEMENT by preparing needed project manuals per Division standard practices; transferring any unique project data for installation (i.e. equipment wiring diagrams); reviewing project information with Project Manager. COORDINATES

· ORGANIZES PROGRAMMING PROJECTS by accepting projects from engineering; analyzing programming workload timelines; understanding project requirements, sequence of operation and Alerton system type; conferring and collaborating with other members of programming and Ops management team.

· PREPARES PROGRAMMING PROJECTS by creating DDC programs per Division standard practices; creating full documentation of programming (i.e. gray manual); creating all needed project displays; testing DDC and displays for proper operation; organizing turnover to technicians; following up on work results.

· COORDINATES PROGRAMMING ISSUES DURING CONSTRUCTION by completing needed DDC/display changes per field recommendation or change orders; assisting technicians with commissioning of DDC; making site visits as needed. ENUSURES PROPER SYSTEM OPERABILITY by assisting in an onsite performance verification (“Big Picture Checkout”) with the HBT technician to verify the system is functioning as it was designed.

· ENSURES PROPER SYSTEM OPERABILITY by assisting in an onsite performance verification (“Big Picture Checkout”) with the HBT technician to verify the system is functioning as it was designed.

· COMPLETES DESIGN PACKAGES by accepting project close-out package from Project Management; completing needed As-built documentation; archiving design backups per Division standard practice; distributing completed As-built documentation per Division standard practice; assisting with turnover to Service department as needed.

· COMPLETES PROGRAMMING PACKAGES by accepting project close-out package from Project Management; completing needed As-built DDC documentation; distributing completed As-built DDC documentation per Division standard practice; archiving system backups per Division standard practice; assisting with owner training as needed; assisting with turnover to Service department as needed.

· MAINTAINS ALERTON/INDUSTRY TECHNICAL KNOWLEDGE by attending approved educational workshops; reviewing Alerton/industry publications; reviewing Alerton Dealer Intranet; maintaining knowledge on proper electrical and mechanical installation methods; reviewing product specifications and catalogs on project material.

· WILLINGNESS AND ABILITY TO TRAVEL by Cooperating and understanding the importance high profile customers with locations in multiple regions and recognizes a sense of urgency with those needs.

No Phone Calls or Drop-Ins Please.

EEO Employer/Vets/Disabled

To apply for this position and to see all current openings, please click here to complete our Employment Application and upload your resume.

Job Title: HVAC Service Technician
Status: Full Time, Non-Exempt (Eligible for overtime)
Reports To: Service Manager or Manager of Technical Operations
Work Schedule: Monday – Friday, 8:00am – 5:00pm

Position Purpose: The primary purpose of this position is to provide preventative maintenance, start-up, warranty, and repair services on light commercial and industrial air conditioning equipment. Strong emphasis on customer service. This position may occasionally involve after hour call outs in order to provide emergency repairs.

Hoffman Mechanical Solutions, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Essential Duties and Responsibilities:

• Service a variety of HVAC products and equipment and ensure customer satisfaction.
• Read and understand blueprints, equipment manuals, and engineering specifications in order to properly diagnose and repair units.
• Use a variety of hand-tools and specialty equipment typical of the commercial HVAC Service trade.
• Identify, analyze, diagnose, and repair systems and products at customer’s location.
• Survey customer site for properly operating equipment and report any deficiencies found. Provide sales leads to internal associates as necessary.
• Perform preventative maintenance, site surveys, replacement, and modifications as needed or requested by customers.
• Prepare in advance for on-site installation and repairs by examining building layout, anticipating difficulties, gathering materials, and coordinating various trades for on-site work.
• Diagnose/troubleshoot inoperable equipment and develop action plan for repairs and problem resolution.
• Determine replacement parts required, secure materials, and complete repairs on a timely basis. Return any non-used or refundable parts for credit.
• Interact face to face with customers to ensure proper and accurate communications exist.
• Document all work performed by accurately completing field service reports, equipment log sheets, etc.
• Complete and submit all required paperwork on a timely basis.
• Operate and be diligent in properly caring for and maintaining a company vehicle.
• Provide technical support to customers.
• Flexible to work overtime/weekends as necessary in order to meet customer requirements.
• Limited travel required but may include occasional overnight stays.
• Stay informed on industry news and trends, products, services, competitors and relevant information about existing and emerging technologies, and the latest product-line developments. Attend company training seminars to become familiar with product lines.
• Conduct oneself in a professional manner as a positive representative of the company both to the customer and public.

Physical Demands:

• In order to properly perform the duties of this job, the employee is regularly required to stand, use hands in order to finger/grasp/handle/feel, talk, and hear. The employee frequently is required to walk, reach, stoop, kneel, crouch, and/or crawl. The employee is occasionally required to sit. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 50 pounds, and occasionally lift and/or move up to 75 pounds. This positions requires close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• This position requires frequent working outdoors, inside mechanical/equipment rooms, and possible extreme weather conditions. This position is regularly exposed to live voltage, moving mechanical parts, and heavy equipment. Frequent exposure to wet and/or humid conditions, elevated and/or precarious work places, fumes or airborne particles, outside weather conditions, risk of electrical shock and vibration. Occasional exposure to toxic or caustic chemicals, extreme cold, and extreme heat. The noise level in the work environment is typically loud.

_{This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.}

No phone calls or drop-ins please.
EEO Employer/Vets/Disabled

To apply for this position and to see all current openings, please click here to complete our Employment Application and upload your resume

Job Title: Office Manager

Status: Full Time, Non-Exempt (Eligible for overtime)

Reports to: Operations Manager

Work schedule: Monday – Friday 8:00am – 5:00pm

Position Purpose: Direct and manage the continued development and execution of Hoffman Mechanical Solutions administrative processes and staff as required to support our HVAC service operations. Provide training and technical support to other administrative personnel. Support various managers, Sales Representatives, etc. and provide them with critical information necessary to efficiently and effectively support field personnel and customers. Oversee company- wide daily administrative processes and serve as backup in the event any area falls behind or needs extra support.  Continually evaluate business conditions and develop and/or update processes and procedures as needed to support internal/external customer needs.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.    

Duties and Responsibilities:

• • Monitors administrative work activities to ensure all critical tasks are completed in a timely and accurate manner.

• • Understands the multiple roles necessary to support our HVAC service business and be able to properly execute each role on a standby/fill in basis. These roles include:
    1. Service Coordinator – primary duty is dispatching of technicians.
    2. Service Administrator – primary duties are cost reconciliation and invoicing.
    3. Service Agreement Administrator – primary duties are preparing service agreement proposals, entering sold agreements into the software system, scheduling inspections, tracking work compliance, documentation, and providing financial reporting to management. 
    4. Project Administrator – primary duties include data entry/project setup into the software system, prepare and analyze reports as necessary to support Project Managers. Order materials, track project costs and adjust estimate as necessary to properly report revenue, margin, etc. 
    5. Accounting Support – primary duties include processing job expenses (labor, materials, p-card, etc.) and getting vendors paid. 

• • Supervises and oversees the work of the administrative team.

• • Trains new hires on proper use of the software system (currently Viewpoint) used to run our HVAC service business.  

• • Develops a formal long-range technician factory training master schedule with input from the management team. This should include a pro-active approach with thoughtful consideration given to specific geographies, products, and technician skill sets.  

• • Provides IT support to office and field staff as needed. Typical duties include: 
    1. Manages/monitors computer backups to be sure they are completed often and accurately.
    2. Keeps anti-virus software current.
    3. Maintains data storage system (currently using Drop Box) and monitors to ensure proper filing is occurring.  Archives as needed to keep system operating at peak performance. 

• • Administers “Truck Inventory” system as necessary to stock and replenish parts. 

• • Creates and/or administers a formal Refrigerant Management Program. 

• • Maintains office supply inventory. 

• • Administers corporate cell phone plan. Orders equipment, add/delete lines as needed, monitors usage to avoid overage penalties, etc.  

• • Assists with on-boarding of new personnel. Duties to include multiple pre-hire administrative tasks such as setting up computer/drop box/email/cell phone/labor information in the software system, etc. Provides training and technical support for new personnel on administrative processes such as timesheets, field reports, expenses, etc.  

• • Maintains safety equipment inventory and records/tracks individual equipment assignments.

• • Assists with new customer setup, vendor qualification requirements, etc. 

• • Plans internal/external customer events. Makes various arrangements such as travel, catering, lodging, etc. 

• • Assists various Operations Managers in assembling and analyzing critical business data such as profitability, cost variance, unapplied time, etc. 

• • Assists various Service Sales Representatives with assembling and analyzing historical service performed and how it translates into potential future business. i.e. Existing installed equipment base may be potential for new service agreements. 

• • Possesses or obtains financial based experience/knowledge needed to navigate thru the software system and deliver profitable results for transactional “work orders” and more complex “projects”.

• • Other duties may be assigned as needed as we aggressively grow our service business. 

• Attends continuing education programs and training, including webinars and workshops.

Position Requirements:

• • 2-4 year college degree/certification preferred.

• • 2-5 years of experience in a high-level administrative position that includes managing others, preferably in the HVAC or other service related field.

• • Previous working, in-depth knowledge of an ERP system is a must, previous experience with Viewpoint preferred.

• • Project Management skills.

• • Customer focused and capable of resolving customer concerns tactfully while maintaining relationships.

• • Must present self in a professional manner and have the ability to interact with all levels of individuals within the company.

• • Excellent interpersonal skills with the ability to communicate and work well independently or on a team.

• • Ability to adapt to change in the work environment. Must also be able to manager competing demands and handle frequent changes.

• • Strong verbal, written, analytical, and persuasive skills.

• • Ability to travel, with occasional overnight stays, 5% to 10% of the time.

• Working knowledge of Microsoft Office Suite.

Physical Demands

• • Standing: Frequently    

• • Walking: Frequently

• • Sitting: Frequently

• • Handling/Fingering: Frequently

• • Bending: Frequently

• • Pushing/Pulling 12 lbs. or less: Frequently

• • Lifting/Carrying 10 lbs. or less: Frequently

• • Lifting/Carrying 11-20 lbs.: Occasionally

• • Reaching Outward: Occasionally

• • Reaching Above Shoulder: Occasionally

• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.

No phone calls or drop-ins please.

EEO Employer/Vets/Disabled

To apply for this position and to see all current openings, please click here to complete our Employment Application and upload your resume.

Job Title: Employee Experience Coordinator

Status: Full Time, Non-Exempt

Reports to: Human Resources Director

Work Schedule: Monday-Friday 8:00am – 5:00pm

Work Location: Corporate Office – Greensboro, NC

Position Summary: The Employee Experience Coordinator will help make all of the Hoffman companies a great place to work. This individual plays a large role in serving as an HR ambassador by providing a welcoming, informative and respectful experience for all of our employees. The Employee Experience Coordinator will also assist with the writing, editing, research and execution of internal and external communications. This position requires an individual that will be passionate about workplace happiness and fostering a work environment consistent with the company culture. The Employee Experience Coordinator must have the ability to work under pressure, demonstrate active listening and exhibit organizational skills. This position requires an individual that is customer oriented with the ability to manage multiple priorities with deadlines while maintaining confidentiality and attention to detail.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities:

• • Assist in the creation of a work environment that reinforces our company’s culture.

• • Leverage internal communication vehicles to ensure employee awareness, understanding, and participation in employer-sponsored programs with the goal to increase employee engagement and build a best place to work.

• • Assist with events and projects associated with our cultural development.

• • Assist with events and projects associated with employee and customer appreciation.

• • Create post-event publicity and reports as necessary.

• • Coordinate employee appreciation program and activities, including birthday cards, baby announcements, new employee welcome gifts, and thank you notes.

• • Create and implement an employee years-of-service awards program with direction from management.

• • Write various content articles including newsletters, blog posts, branch spotlights, etc.

• • Create and update current publications that represent our locations and products. These include printed materials along with sales presentations.

• • • Assist in collecting and keeping up to date all employee photos.
  • Explore the possibility of using an enterprise network as a tool for employee engagement and sharing of information.

Position Requirements:

• • 2-4 year college degree/certification required.

• • Ability to work independently.

• • Ability to maintain confidentiality when dealing with sensitive information.

• • Strong customer service skills, with the desire to go above and beyond for both internal and external customers.

• • Must be detail oriented, results oriented and able to embrace and adapt to change, along with the ability to effectively multi-task in a deadline driven atmosphere.

• • High levels of organization, planning, presentation, customer service and professionalism.

• • Exceptional writing and editing skills.

• • Must appreciate and follow proper decorum/politeness in connection with internal and external customers.

• • Strong proficiency in Microsoft Office suite, including PowerPoint, Word, Excel and Outlook.

• • • Ability to work occasional evenings and weekends.
  • Ability to travel occasionally, with some overnight stays.

Physical Demands:

• • Standing: Frequently

• • Walking: Frequently

• • Sitting: Frequently

• • Handling/Fingering: Frequently

• • Bending: Frequently

• • Pushing/Pulling 12 lbs. or less: Frequently

• • Lifting/Carrying 10 lbs. or less: Frequently

• • Lifting/Carrying 11-20 lbs.: Occasionally

• • Reaching Outward: Occasionally

• • • Reaching Above Shoulder: Occasionally
  • Squatting/Kneeling: Occasionally

The work environment at Hoffman & Hoffman, Inc. is an open office environment in a controlled atmosphere building.

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.

No phone calls or drop-ins please.

EEO Employer/Vets/Disabled

To apply for this position and to see all current openings, please click here to complete our Employment Application and upload your resume.

Job Title: Senior Executive Administrative Assistant

Reports to: Chief Executive Officer

Position Purpose:  The Senior Executive Assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, this individual should be professional, proactive, assertive, have a high regard for confidentiality, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies. Ultimately, the Senior Executive Assistant should be able to identify and address the needs of senior – level executives and perform administrative tasks to ensure our company workflow runs smoothly. The ideal candidate will be skilled in prioritization, have great problem solving and analytical thinking skills, exhibit leadership qualities, and display good judgment.

Employment at Will:  Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.   

   

Duties and Responsibilities:

• • Coordinate daily calendars of senior executives

• • Keep executive team on time and on task

• • Plan meetings and events

• • Make travel arrangements for executives and management team

• • Answer calls and route to proper person or take messages

• • Act as the point of contact between executives and employees/clients

• • Create regular reports and update internal databases

• • Respond promptly to management team queries

• • Facilitate internal communication (e.g. distribute information and schedule presentations)

• • Suggest more efficient ways to run the office and troubleshoot any malfunctions

• • Prepare expense reports, miscellaneous reports, memos, invoice letters, and other documents

• • Administer corporate accounts with vendors

• • Manage the handling of all event tickets to salespersons and payments

• • Opening, sorting and distribution of mail, emails and other correspondence as needed

• • Act as Administrator for BidTracer and iSqFt Accounts

• Contract writing and revision

• • Assist in managing conference rooms schedules Coordinate bi-annual sales meetings and annual ESOP Roadshows

• • Assist in preparation for meetings, order food, set-up, clean up

• • Greet visitors when needed

• • Use various software to complete tasks, such as MS Word, Excel, PowerPoint, databases and transcription machine

• • Provide general administrative support

• Any other duties as assigned

Position Requirements:

• • Associates degree or equivalent combination of education and at minimum 5 years proven professional experience as an executive administrative assistant

• • Experienced in event planning

• • Experience with contract writing highly preferred but not required

• • Proficient with office management systems, ERPs and MS Office

• • Experienced using online calendars and cloud systems

• • Experience using office equipment

• • Strong verbal and written communication skills (via phone, email and in-person)

• • Experience exercising discretion and confidentiality with sensitive company information

• • Excellent organizational skills with an ability to think proactively and prioritize work

• • Strong time management skills

• Strong problem solving and analytical thinking skills

Physical Demands

• • Standing: Frequently

• • Walking: Frequently

• • Sitting: Frequently

• • Handling/Fingering: Frequently

• • Bending: Frequently

• • Pushing/Pulling 12 lbs or less: Frequently

• • Lifting/Carrying 10 lbs or less: Frequently

• • Lifting/Carrying 11-20 lbs: Occasionally

• • Reaching Outward: Occasionally

• • Reaching Above Shoulder: Occasionally

• Squatting/Kneeling: Occasionally

To apply for this position and to see all current openings, please click here to complete our Employment Application and upload your resume.

This job description is intended to provide information regarding the essential functions and basic duties of this position.  It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned.  Additional functions and requirements may be assigned by management as it deems appropriate.  This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.

EEO Employer / Vets / Disabled