I. General Position Summary

II. Essential Job Functions

Job Description

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.

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

Primary Job Functions
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.

Common Job Functions
Team Work
• Works with others toward common goals and objectives.
• Expresses individual viewpoint while acknowledging and learning from others.
Maintain Professional and Technical Knowledge
• Knowledgeable of current trends and changes in the technical / professional / administrative areas related to job.
• Working knowledge of all job responsibilities and the various techniques and skills necessary for efficient completion of tasks.
• Properly interprets and applies corporate policies and procedures.

Interpersonal Skills
• Reporting Skills, Administrative Writing Skills, Strong Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving,
Supply Management, Inventory Control, Verbal Communication
• Ability to perceive and react to the needs of others with appropriate sensitivity and firmness.
• High energy and self-motivated customer-oriented spirit and manner.

Time Management
• Plans the use of time and resources efficiently

III. 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 skills.
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 skills.
Evidence of the practice of a high level of confidentiality.
Flexible when required and keen to learn new things.
Experience in Human Resource is desirable.