Office Assistant

3 weeks ago

Independence, United States Aerotek Full time

Aerotek has an immediate internal opening for an Office Assistant / Field Operations Associate at the Cleveland (Independence), OH office.


Job Summary

The Field Operations Assistant is responsible for ensuring our customers – including but not

limited to contract employees, clients, program offices, and alternative delivery teams – receive

superior support from offer accepted through start and management of all onboarding

responsibilities. This is a customer-facing role that will support customer interactions, problem

resolution, and maintaining general office operations, via telephone, email, and in-person.


Key Responsibilities

Client Onboarding

• Ensure client pre-employment requirements, forms, policies, and documents regarding

onboarding are kept current and validated with Compliance departments.

• Manage client requirements for the onboarding packet (e.g., authorization forms, drug tests,

background checks etc.) and update the Candidate Tracker with contractor data until

candidate is cleared to start


Contractor Onboarding

• Provide world class customer service in every interaction to ensure a quality candidate

experience

• Ensure accurate and timely entry of candidate data, onboarding process updates, and all

other required documentation within the onboarding and compliance process

• Document all candidate/contractor touchpoints and communicate updates in a timely

manner

• Coordinate contractor orientations, I9s, and other onboarding requirements within the local

field office

• Provide pre-employment documents and screen requirements to the candidate for review

and signature

• Emphasize usage of Direct Deposit or electronic deposit and CashPay to all contractors and

clients

• Assist with contractor training and certification requirements

• Attend office meetings to help communicate onboarding statuses as needed

• Enter and manage background, drug testing and medical screening process for contractors

• Manage contractor compliance (e.g., expired documents, expired compliance)

• Ensure all potential contract employees adhere to pre-employment screen guidelines and

are removed from the process if they are not compliant

• Manage the HR folder process to ensure onboarding paperwork is completed in a timely

manner


Lifecycle Management

• Serve as contact for contractor questions, and facilitate communication to the center to

resolve payroll and invoicing issues (adjustments, lost checks, invoice issues, etc.) with a

goal of ensuring customer satisfaction and timely resolution

• Partner with the center to update contractor records for address updates, direct deposit

changes, etc.

• Manage the processing of live paychecks

• Manage contractor travel booking requests

• Direct unemployment filing questions and workers compensation inquiries to the proper

teams for resolution


Operational Support Activities

• Provide outstanding front office customer service (telephone and reception area)

• Partner with talent acquisition to manage internal onboarding for all field office/onpremise hiring, including I-9 and onboarding paperwork completion, setting up desk, etc.

• In partnership with Field Operations Supervisor, manage internal payroll process

• Asset distribution and collection for new internal hires and terminations

• Maintain outstanding levels of administrative support to all internal and external

employees and resolve issues related to process and technology questions

• Serve as primary liaison between field office producers and corporate or center-based

teams, and find opportunities to drive partnerships between the center and field employees

• Provide education and accountability around important processes, including timely ESF

submittal, timely CRG submittal, timely finish ESF submittal, etc.

• Serve as point of contact for real estate communications (support any in-office

updates/moves/installations), and property management

• In partnership with FOS, manage office purchasing (P-card reconciliation) and vendor

management (copier maintenance, kitchen appliance service, etc.)

• Order, maintain and organize all office supplies, manage mailing and shipments, and file and

maintain office paperwork and office directory


Competencies

• Excellent written/oral communication and interpersonal skills

• Strong decision-making ability

• Ability to tackle complex issues and develop innovative, practical solutions

• Action and detail oriented; able to prioritize while handling multiple tasks

• Excellent time management and focus on deadlines and goals

• Effectively build relationships with all internal partners, both locally and in our corporate

and center-based locations


Qualifications

• 2 + years’ experience in a customer service-related position

• Associates degree or two years of applicable experience in customer service

• BA/BS degree in Human Resources, Business, and Accounting preferred

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