General Position Summary
Under the direction of the General Manager of HR & Administration and Senior Administrative Assistant, this position is responsible for the day-to-day operations of the Human Resources and Administration department.
This position is expected to be a conceptual thinker with superb organizational and time management skills. In addition, you must be reliable and should accurately follow instructions with the ability to multitask and acclimatize to a fast-paced environment.
Essential Job Functions
Customer Service
Handle customer inquiries, complaints, provide appropriate solutions and alternatives within the time limits; follow up to ensure resolution.
- Generate and provide product investigation reports to Production Department as necessary.
- Identify and assess customers’ needs to achieve satisfaction.
- Build sustainable relationships and trust with customer accounts through open and interactive communication
- Facilitate collaboration with other departments to resolve customer inquiries and issues
- Maintain solid customer relationships by handling questions and concerns with speed and professionalism.
- Maintain inquiry records and reports to management team periodically
- Plan, prioritize and delegate work tasks to ensure proper functioning of the department
- Ensure the necessary resources and tools are available for quality customer service delivery
- Take ownership of customers issues and follow problems through to resolution
- Develop service procedures, policies and standards
Office Administration
- Providing clerical and administrative support to multiple supervisors.
- Liaise with executive and administrative assistants to handle requests and queries from senior managers.
- Send, Receive, and Sort out UPS / USPS mail and packages.
- Hosts company guests. (set up the meeting room and prepare and organize company gifts for guests ).
- Office troubleshooting for minor technical issues, in-person technical support for hardware installation, and other light IT duties
- Assists new employee preparation and resignation employee exit. (e.g. set up the email address, and phone extension)
- Administration of cloud-based services, including Office 365, Zendesk, RingCentral, and other services as necessary
- Office management, including the ordering office supplies and miscellaneous maintenance as required
- Assists company events (Company-wide Mid Year, Year End Meeting, Charity Classic Golf Tournaments, and other corporate events).
- Assisting with special projects as needed
- Liaise with facility management vendors, including cleaning, catering, and security services.
- Completes operational requirements by scheduling and assigning administrative projects,
expediting work results.
- Open/terminate state business tax accounts as necessary. Receive state tax-related notices and escalate any issue to an appropriate organization (e.g. Paychex Flex, Department of Revenue)
- Prepare and update necessary documents for regular company procedures.
- Resolves administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions.
- Maintains corporate calendar.
- Process monthly vouchers for each vendor.
- Assists with all insurance and benefits administration.
- Maintains office business cards of each employee.
- Liaise with insurance brokers to assist with insurance renewals and any auto accident/workers comp claims from employees.
- Essential Job Requirements
- Associate degree or 2 – 3 years of experience as an Administrator. Proven experience as an Administrator, Administrative Assistant, or relevant role.
- Excellent oral and written
- Excellent computer skills in a Microsoft Windows environment. Must include Excel and demonstrated skills in database management and record keeping.
- Excellent organizational and high degree of multi-tasking skills
- Attention to detail and solid problem-solving
- Evidence of the practice of a high level of
- Flexible when required and keen to learn new
- Experience in Human Resource is desirable.