Administrative Assistant

Date Posted: Jan 21, 2025

Company: O'Neil Digital Solutions, LLC

Title: Administrative Assistant

About Us

Founded in 1973, O’Neil Digital Solutions (ODS) is a leading IT consulting firm specializing in the optimization of complex end-to-end business process systems for a multitude of business verticals including Financial Services, Digital Media, Healthcare, and Transportation industries. ODS provides high-touch bespoke software engineering, systems integration, and infrastructure management services to clients of all sizes and industries. From large scale mass communication projects to highly secure and confidential data analytics using Big Data frameworks like Hadoop and AWS Redshift, ODS has a broad set of proven technical capabilities that help companies make complex digital transformations. ODS offers state of the art publishing solutions through our customer-centric applications and services include electronic document delivery, web applications, high-speed digital printing (color and black & white), automated composition, offset printing, warehousing and fulfillment services. ODS is headquartered in Los Angeles, CA and also has offices/plants in Texas and North Carolina centrally located to serve clients across the country.

Summary

The Administrative Assistant at O'Neil Digital Solutions (ODS) is primarily responsible for managing the Concur and Salesforce systems within the organization. This role serves as the key contact for vendors, teammates, and the Plant Manager regarding these systems. In addition, the Administrative Assistant plays a vital role in maintaining office supplies and ensuring effective and efficient daily operations.

Duties And Responsibilities

• Provide comprehensive administrative support to the Plant Manager
• Respond to and resolve administrative inquiries and questions
• Administer Concur and Salesforce systems, including monitoring accounts and supporting users
• Manage and submit Ghost Card expense reports
• Create and maintain standard operation procedures, user guides, and reports
• Train teammates on Concur and Salesforce systems and provide guidance
• Ensure accuracy in transactions, research discrepancies, and provide resolutions
• Delegate work assignments to the offshore team
• Coordinate and schedule travel, meetings, and maintain calendars
  
  

Qualifications & Requirements

Required Education, Experience, Certification/Licensure

• Bachelor's degree preferred.
• Three to five years of experience in an administrative role.
• Proficiency in Microsoft Excel, and Microsoft Project
• Experience with Concur and Salesforce highly desirable.
• Prior experience in inventory admin and estimating
  
  

Preferred Education, Experience, Certification/Licensure

• Knowledge, Skills and Abilities (KSAs)
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Exceptional organizational skills and attention to detail.
• Ability to multitask effectively in a fast-paced environment.
• Capacity to work independently and be resourceful.
• Strong analytical and problem-solving skills.
• Management Responsibilities
  
  

Working Conditions

Must be able to perform the essential job duties. Work is performed primarily in an office environment. Typically requires the ability to sit for extended periods of time (66% each workday), ability to hear the telephone, ability to enter data on a computer and may also require the ability to lift up to 10 pounds.

Equal Opportunity Employer

O'Neil Digital Solutions is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.