Corporate Services Administrator

JOB SUMMARY: Responsible for general office administrative services for the Corporate Services department. Duties include office and corporate fleet administration, project coordination, preparing reports and various other forms of correspondence for staff members. Helps track inventory of IT assets & eWaste, and office supplies. Performs various accounting functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES*:

• General Office – Answers and screens service desk phone calls.
• General Office- Checks office supplies, maintenance supplies and cleaning supplies.
• Coordinates activities (i.e. meetings, get togethers) in office, order supplies, food, coordinate travel and/or hotel reservations, etc.
• Accounting – Maintains invoice files on all purchases made. Breaks down invoices and separates charges. Codes all invoices for manager approval.  Scans all invoices and assists creation of Snapnet system for approval by manager. Enters all invoices. Helps to reconcile end of month statements.  Helps maintains vendor information, W-9’s, and files.
• Coordinates and maintains notes for staff meetings. Assists in any special projects needed to improve processes.
• Assist in Vehicle Fleet administration – issue vehicle insurance cards, vehicle maintenance cards, fuel card, including secondary point of contact for fleet service provider.
• Insurance/Risk – submit certificates of Insurance as per requests, collect and maintain vendor certificates of insurance, record keeping for insurance claims.
• Real Estate – record keeping for property leases, lease payments and schedules, etc.
• Additional responsibilities in the Corporate Services group as needed.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Must have thorough knowledge of business English, spelling and punctuation and knowledge of office practices, procedures and equipment.
• Must have knowledge of methods and techniques used in record keeping systems.
• Must have excellent word-processing and spreadsheet skills and ability to accurately prepare a wide variety of correspondence and reports.
• Must be able to interface effectively with management, fellow employees and the general public.
• Must have excellent typing skills, mathematical aptitude and writing ability.
• Ability to handle stress especially when encountering necessary projects, deadlines and/or high workload.
• Ability to prioritize and multi-task
• Must be able to work under strict time constraints and requirements.

EXPERIENCE AND BACKGROUND:

• Minimum four years’ office services experience required, or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
• Strong problem-solving abilities. Able to work independently and collaboratively to find solutions.
• Excellent communication abilities, both written and verbal.
• Ability to stay organizaed and manage deadlines.
• Conduct themselves with a high level of integrity.

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Must be able to type or work at computer terminal for long periods of time.
• Must be able to sit for long periods of time.
• Must be able to perform other duties as assigned.

COMPENSATION & BENEFITS:

• Salary: $26-$29 per hour
• Medical, Dental & Vision Insurance coverage for employees and their families
• Basic Life & AD&D Insurance
• 401k program with company match
• Profit Sharing program (via 401K)
• Holiday & Performance Incentive Bonus program
• Paid Vacation: 10 days per year to start, increases with tenure.
• Sick Leave: 1 hour accrued per 30 hours worked for first 30 days, 6.67 hours per month after.
• 14 paid company holidays, 2 floating holidays & birthday off
• Paid Family Leave: 15 days after 12 months of service of FMLA qualifying events
• Company provided EAP
• Company provided subsidy for health/fitness clubs & apps

*To perform this job successfully, an individual must be able to perform each essential duty (as described above) satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.