Digital Operations Administrative Assistant

This position will provide administrative support to the Digital Operations Department as well as other departments within the organization. Supporting and maintaining organizational systems and databases confidentially is a must. This position will serve as a purchasing and communication liaison between management, the accounts payable group and other various departments within the organization, both domestically and internationally. In addition, this position will serve as a Front Desk Receptionist to greet guests and receive deliveries for the office and for various departments. This position will report to Assistant Operations Manager.

Primary Functions:

• Maintain systems and databases within the organization.
• Create purchase orders and serve as purchasing liaison between management and accounts payable.
• Maintain the archive filing structure and adhere to retention of records standards.
• Operation of phone console and maintain cell phone employee directory.
• Operation of security access system for entry into the building.
• Completing other clerical duties as assigned by department manager and overseeing general office operations.
• Providing support for the company vehicle camera system.
• Retrieve and provide invoice details and backup for invoice processing.
• Supplies order fulfillment – order placement, delivery verification, and invoice validation. Not limited to Office and Canteen supplies. Possess ability to manage expenses against budget.
• Creating and maintaining various KPI’s databases for departments in a timely manner.
• Have a good understanding of our approved vendors in which we work with and assist us in our daily operations and management of systems and processes (e.g. mobile devices, accidents, fleet, etc.).
• Responsible for maintaining and training others on the Company’s Reservation system (vehicles and rooms).
• Assist and support the process of cross-charging of and from various departments.
• Assist and support in the on-boarding of new employees.
• Plan and organizing activities, meetings, and various events for VELUX staff and with other outside vendors/agencies. Coordinate and arrange special events assigned; Schedule meetings rooms and transportation, if needed; Coordinate and arrange food and beverage requirements; Prepare and/or assemble meeting materials.
• General knowledge and understanding of our role as it relates to multi-functional machines and how we support all entities in this process.
• Fully manage and maintain the V-USA Key System, which may also include regional distribution centers.
• Schedule and maintain maintenance on company pool vehicles located in Greenwood.
• Support CIC, AFS, and Operations by providing written to customers and vendors, as needed.
  
  

Secondary Functions:

• Support and maintain the lease and maintenance schedules for office machines.
• Support in the process of researching vendors to help ensure we are optimizing and using suppliers and services in the most cost-efficiently means.
• Back up for mailroom functions- including delivery, meter mail and preparing all external delivery items.
• Creation of Capital Purchase Requestions.
• Help make and/or assist with coordinating travel arrangements for employees and/or guests as required.
• Assist with special projects as needed.
• Assist with supporting the Operations Department with documentation as it relates to company vehicles. (Mike Albert Fleet Solutions, Wright Express, CEI, Motus, etc.).
• Assist with Corporate Sustainability Standards – supporting and providing administrative assistance as it relates to and an understanding and backup details.
• Travel to other offices and distribution centers as needed.
  
  

Standard Working Hours: 8:00 am – 4:30 pm Monday – Friday. This is an onsite position that will be located at the VELUX America office in Greenwood, SC.

Hourly Pay Range: $24.10 - $30.13 per hour

Qualifications:

• An Associates Degree in Office Systems Technology is preferred.
• A minimum of three to five years of administrative experience is required.
• Demonstrated proficiency in Microsoft Office system is required.
• Demonstrated proficiency in creating and maintaining various KPI’s databases for departments.
• Demonstrated ability of maintaining confidential information based on a high degree of personal integrity, professionalism and commitment.
• Ability to handle multiple tasks simultaneously and excellent time management skills are a must.
• Excellent communication skills, both oral and written.
• Must present a positive and professional appearance.
• Must posses an overall good work record and desire to work in a team environment.
• Must possess a valid driver’s license and be able to rent short term rental vehicles while on business travel.
• Must be able to travel overnight(s) to other offices and distribution centers, when needed
• Compliance with all rules of conduct, safety regulations, and policies provided in employee handbooks, on company bulletin boards/announcements, terms/conditions of employment or other means of communication is a requirement of the job.