Administrative Specialist

General Position Summary

Under the direction of the General Manager of HR & Administration and Senior Administrative Assistant, this position is responsible for the day-to-day operations of the Human Resources and Administration department.

This position is expected to be a conceptual thinker with superb organizational and time management skills. In addition, you must be reliable and should accurately follow instructions with the ability to multitask and acclimatize to a fast-paced environment.

Essential Job Functions

Customer Service

 Handle customer inquiries, complaints, provide appropriate solutions and alternatives within the time limits; follow up to ensure resolution.

• Generate and provide product investigation reports to Production Department as necessary.

• Identify and assess customers’ needs to achieve satisfaction.

• Build sustainable relationships and trust with customer accounts through open and interactive communication

• Facilitate collaboration with other departments to resolve customer inquiries and issues

• Maintain solid customer relationships by handling questions and concerns with speed and professionalism.

• Maintain inquiry records and reports to management team periodically

• Plan, prioritize and delegate work tasks to ensure proper functioning of the department

• Ensure the necessary resources and tools are available for quality customer service delivery

• Take ownership of customers issues and follow problems through to resolution

• Develop service procedures, policies and standards

Office Administration

• Providing clerical and administrative support to multiple supervisors.
• Liaise with executive and administrative assistants to handle requests and queries from senior managers.
• Send, Receive, and Sort out UPS / USPS mail and packages.
• Hosts company guests. (set up the meeting room and prepare and organize company gifts for guests ).
• Office troubleshooting for minor technical issues, in-person technical support for hardware installation, and other light IT duties
• Assists new employee preparation and resignation employee exit. (e.g. set up the email address, and phone extension)
• Administration of cloud-based services, including Office 365, Zendesk, RingCentral, and other services as necessary
• Office management, including the ordering office supplies and miscellaneous maintenance as required
• Assists company events (Company-wide Mid Year, Year End Meeting, Charity Classic Golf Tournaments, and other corporate events).
• Assisting with special projects as needed
• Liaise with facility management vendors, including cleaning, catering, and security services.
• Completes operational requirements by scheduling and assigning administrative projects,

expediting work results.

• • Open/terminate state business tax accounts as necessary. Receive state tax-related notices and escalate any issue to an appropriate organization (e.g. Paychex Flex, Department of Revenue)
    • Prepare and update necessary documents for regular company procedures.
    • Resolves administrative problems by coordinating the preparation of reports, analyzing data, and identifying solutions.
    • Maintains corporate calendar.
    • Process monthly vouchers for each vendor.
    • Assists with all insurance and benefits administration.
    • Maintains office business cards of each employee.
    • Liaise with insurance brokers to assist with insurance renewals and any auto accident/workers comp claims from employees.
    • Essential Job Requirements
    • • Associate degree or 2 – 3 years of experience as an Administrator. Proven experience as an Administrator, Administrative Assistant, or relevant role.
        • Excellent oral and written
        • Excellent computer skills in a Microsoft Windows environment. Must include Excel and demonstrated skills in database management and record keeping.
        • Excellent organizational and high degree of multi-tasking skills
        • Attention to detail and solid problem-solving
        • Evidence of the practice of a high level of
        • Flexible when required and keen to learn new
        • Experience in Human Resource is desirable.