What are the responsibilities and job description for the Administrative Assistant - Onsite position at Viva USA, Inc.?
Title : Administrative Assistant - Onsite
Description :
Location Administrative Support Accountabilities
Daily Facility Support
Call-ins and Walk-ins (Receptionist)
House HHC (hot shots / will calls / redemption invoices) Backup.
Donations / Free Goods – 501C3 and non-501C3 events / period reconciliation
Redemption Center Payment Processing.
C & I Committee : Employee appreciation, events
Cell Phone Management – Repairs & Equipment tracking in Calero.
Basic administrative support (phones, copies, office supplies, etc.)
Distribute Mail / FedEx
Accounts Payable
Bill paying
New supplier set up.
Closed order invoice submission
P-Card use, and administration
Sales Support / Analysis
New customer set up - information accuracy, Tax information, Credit Apps, SME Assistance
Respond and Recover - Follow up on customer calls client Direct customers.
Client Direct Liaison & Support in Issue Resolution
Pricing Issues Support
Uniform ordering (Sales Department)
Adhoc Reporting as needed.
HR / Safety / Fleet / DOT Support
ADP Process – Post Jobs / Submit Interview Notes
HR - New Hire / HR First / Client Select / Orientation / RTI Recruiting
Safety Training / Schoox – Manager Support
Health and wellness programs, Screenings- flu shots –clinics
Ensure participation and compliance with all Client / GCS audit procedures.
Employee Badges
Support IT / TSA requests.
Employee Recognition posting
Qualifications / Requirements : Skills & Capabilities :
Excellent analytical skills and the ability to translate analytical findings into actionable solutions and processes.
Ability to function well in a team environment.
Strong communication skills across multiple platforms
Exceptional Attention to Detail
Results oriented with the ability to complete assignments accurately in a timely manner.
Ability to handle multiple priorities.
Proficient in Microsoft Office, specifically in regard to Outlook and Excel
Ability to quickly learn various in-house software applications.
Aptitude to work with minimal supervision.
Self-motivated and high level of initiative
Accurate and detail-oriented individual
Demonstrate tact, highest integrity, maturity, professionalism, and respect for others, both internally (Functional Teams) and externally.
Must be strong team player and assist other department staff when necessary.
Willingness to learn and take on projects.
Ability to handle multiple changing priorities simultaneously in sometimes challenging situations and keeping management involved as needed.
Minimum High School Diploma / GED
May have additional assigned duties not listed for Market support and as systems change.
