Essential functions:

• Serve as backup for Executive Assistant/Facilities Manager.
• Order, stock, and maintain supply room.
• Serve as back up to Printing and Distribution Specialist, which consists of distributing incoming postal, Fed Ex and UPS packages and operate various mid volume photocopy machines.
• Contact building maintenance to report irregularities such as fire hazards, maintenance issues and property damage.
• Maintain defibrillators.
• Provide backup for the receptionist.
• Assemble notebooks and other meeting materials as needed.
• Schedule catering for meetings and coordinate room set up and clean up as necessary.
• Develops procedures and policies for office activities, such as filing, records maintenance, typing.
• Prepare Training Room for all staff meetings making sure laptops, microphones, screens, etc. are in working order.
• Arrange tables and chairs for various types of meetings.
• Prepare new hire set ups, which consists of setting up cubicle/office with supply starter kits, nameplates, chairs, building map, telephone instructions and other items as needed.
• Issue badges with proper clearance and equipment for all new hire and contracted employees.
• Prepare expense reports for Executive team.
• Maintain spreadsheets for budget and work in progress.
• Monitor supply and vendor expense spending spreadsheets.
• Maintain building map in Visio and update on intranet.
• Assist with updating SharePoint directories as needed.
• Schedule meetings with various vendors on maintenance agreements/contracts.
• Monitor floors of building for proper storage, cleanliness and order and work with building Property Manager with ongoing issues.
• Applies job skills and company policies and procedures to complete a variety of difficult tasks.
• Perform meeting planning duties and perform meeting documentation duties.
• Produce word-processed documents and/or desktop published documents. Make travel arrangements.
• Prepare expense reports.
• Produces moderately complex spreadsheets and graphic presentations.
• Compose responses to correspondence subject to supervisor's review and approval.
• Complete special projects requiring cross-organizational coordination.
• Maintain group files.
• Maintains office supplies for area of responsibility.
• Greet and direct visitors.
• Routes incoming calls.
• Exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.
• Expected to follow established procedures and refer problems and exceptions to the appropriate resource for resolution. Works on assignments that are complex in nature where judgment is required in resolving problems and making routine recommendations.

Knowledge, Skills & Abilities:

• Proficiency in Microsoft office Suite required.
• Proven analytical abilities.
• Excellent interpersonal skills necessary to communicate and negotiate with customers, vendors, employees, and management. Must be well organized, task-oriented, and flexible.
• Must be able to recognize priorities and meet deadlines, as well as take initiative in handling matters to conclusion.
• Need skills to coordinate multiple tasks while simultaneously retaining details, meeting deadlines and solving problems rapidly.
• Must be a self-starter with ability to make decisions independently.
• Accuracy in data entry.

Education & Experience:

• Requires 7 or more year's related administrative experience.
• High school diploma or equivalent required. Bachelor or Associates degree preferred.
• A high level of customer service.

Values:

Results: We deliver on our promises to create value for the freight rail industry through talented people, good ideas, business leadership, and great technology.

Collaboration: We collaborate with our teams and our customers to get the job done, respecting individual ideas andcontributions and moving forward in pursuit of shared goals.

Service: We serve the changing needs of our customers and our industry to enhance the value they bring to our community, the environment and our economy.

Physical requirements:

• Sedentary work: assignment involves sitting at workstation (desk) most of the time (up to 8 hours) with only occasional walking and/or standing
• Keyboarding: Primarily using fingers for typing
• Talking: Expressing or communicating verbally through use of spoken words (accurately conveying detailed or important spoken instructions to others)
• Hearing: Ability to receive detailed information through oral communication and to make discriminations in sound.
• Visual: Through close visual acuity, required to perform activities such as: preparing and analyzing data and figures; transcribing; viewing computer terminal; extensive reading (with or without correction)
• Environment: work is performed within an office setting and therefore no substantial exposure to adverse environmental conditions (i.e. extreme heat, cold, noise, etc.)

Disclaimer - The preceding job description has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. The company reserves the right to change, modify, and/or delete aspects of this position as needed at any time.

Equal Opportunity Employer Women/Minorities/Veterans/Disabilities

All qualified applicants will receive consideration for employment without regard to race, color, age, religion, gender, national origin, disability, veteran status, or other legally protected status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)