We are seeking a highly organized and detail-oriented Administrative Specialist to join our team. The ideal candidate will be responsible for a variety of administrative tasks, including managing I-9 and E-Verify processes, coordinating background checks and drug screenings, handling travel arrangements, answering phone calls, processing payment requests, managing office supplies inventory, and supervising custodian team. The role requires strong Excel skills, the ability to work independently, and a keen sense of discretion.
Key Responsibilities

• Complete and maintain I-9 forms for new employees.
• Verify employment eligibility through the E-Verify system.
• Initiate and monitor background checks and drug screenings.
• Ensure timely completion and confidentiality of all screenings.
• Book travel accommodations, including flights, hotels, and rental cars.
• Coordinate travel itineraries and ensure all details are accurate.
• Answer incoming phone calls and direct them to the appropriate person or department.
• Handle visitors’ inquiries and provide information as needed.
• Submit payment requests for smaller invoices.
• Ensure timely and accurate processing of payments.
• Supervise the site custodian team, including taking necessary personnel actions.
• Conduct regular inventory checks of office supplies, order, and restock supplies as necessary to ensure the office runs smoothly.

QualificationsEducation: Associates Degree required.
Experience

• Previous administrative or office management experience required.
• Proficiency in two or more languages is highly preferred.
• Experience with I-9 and E-Verify processes preferred.
• Experience with travel booking and coordination.
• Proficiency in Microsoft Excel and other Office Suite applications.
• Ability to work independently and manage multiple tasks simultaneously.
• Discretion in handling sensitive and confidential information.
• Supervisory experience with a small team (5 and under) is highly preferred.