Administrative Assistant

Job Title: Administrative Assistant II

Location: Princeton, NJ

Duration: 9 Months

This position's starting pay is: $22.50/hr.

Description:

• on-site 5x a week
• 1100 campus road office
• Corporate experience
• 5 years experience preferred - WILL LOOK at more green if they are the perfect candidate
• Role will start with phones and once worker becomes comfortable and the manager can see they are successful, the role will grow into more.
• main responsibility - answering incoming calls to corporate - main number.
• how to direct calls
• how to handle customers/employees that are unhappy
• not working front desk, no greeting, but will have high call volume
• can handle people on phones and in person
• English speaker/writer
• Knowledge of using fax machine/able to receive a fax/distribute a fax daily

If a candidate has experience with corporate facility management is a great good to have

Even facility construction experience

• Meeting planning, scheduling. Reaching out to vendors.
• Use of Oracle - would be nice to have if worker has experience (not required - will train)
• Worker would be entering requisitions for POs in Oracle. POs are for outside vendors
• Entering new vendors into system/updated system/entering ACH information
• Must be highly proficient in computer
• need excel experience must have
• outlook experience must have
• word experience must have
• would love PowerPoint experience (nice to have)

WB Mason and monthly orders tracking all of the data

Able to wear many hats and willing to support where needed on the team

Roll up your sleeves kind of role

must work well with others - including executive leadership

SUMMARY DESCRIPTION

Provide switchboard coverage and Administrative support for corporate office. May take and deliver messages, provide information to callers, set up and maintain files, assist with preparation of the mail and invoices, word process documents, proofread, and other duties as assigned from time to time. You should have excellent organization skills along with the ability to prioritize tasks and meet deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Answers switchboard phone and gives information to callers; accurately routes calls to appropriate personnel; may establish caller need and re-direct calls as is appropriate.

• Provide clerical and/or admirative support to members of the Facilities Department

• Schedule, Coordinate and Prepare for meetings as needed for Facilities Department.

• Enters new and updated vendor information into Oracle system.

• Enters Req’s for PO’s into Oracle for all WB Mason orders and other miscellaneous Facilities vendors.

• Manage and maintain monthly utility bills for tracking & updating logs for Corporate and CMC. (PSE&G, NJ Amer. Water, & other miscellaneous vendor tracking)

• Organize company documents into filing system for monthly/quarterly/annual tracking

• Create and Manage project binders as necessary for tracking of required data

• Perform other duties as assigned.

DESIRED MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills and/or abilities required for this position.

Education

• HS Diploma required

Type and Number Years of Experience:

• 5 years’ experience in similar role in an office environment

• Excellent knowledge of Microsoft Word, Excel, Outlook and Power Point

• Good computer, faxing and filing skills

• Excellent communications skills and knowledge of business phone etiquette; good phone presence

• Customer service oriented

• Ability to use good judgment in handling callers

• Ability to handle multiple tasks simultaneously

About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com

Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.

California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.

LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.