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HR Administrative Assistant

2 months ago

Miami, United States North Coast Medical Supply LLC Full time

Job Type

Full-time

Description

POSITION SUMMARY

The NCMS HR Administrative Assistant (East) is responsible for day-to-day general site management, office activities, and administrative support to the East Coast HR office. The HR Administrative Assistant will work within the scope of responsibilities as dictated below with guidance and support from our Human Resources leadership team.

ESSENTIAL FUNCTIONS

  • Oversees the reception area and provides general operational support.
  • Manages conference room scheduling and set-up, including requests for catering and other meeting needs/requirements.
  • Coordinates facilities maintenance repairs with landlord, contractors, and vendors.
  • Ensures timely and efficient processing of office supply requests, ordering, and distribution. Accurately calculates purchasing needs based on current inventory and regular usage.
  • Manages office housekeeping vendor and related supply inventory; coordinates special housekeeping needs.
  • Reviews, approves, and reconciles vendor invoices in a timely manner.
  • Responds to all Verifications of Employment/Income in a timely manner, and in accordance with HR policy and procedure.
  • Reviews timesheets for weekly completion and time & PTO approvals; supports supervisory teams with timesheet guidance as needed.
  • Performs data entry and runs standard reports as needed.
  • Coordinates travel arrangements, including flights, ground transportation, and hotel accommodations, in addition to on-site catering and restaurant reservations as requested.
  • Provides HR support for ad hoc and ongoing projects.
  • Assists in the coordination of special events, including securing venue, catering, entertainment, etc.
  • Acts as a liaison to the HR Coordinator and Director to ensure employee concerns are heard and responded to, timely, appropriately, and confidentially.
  • Demonstrates a team-oriented work style of cooperation and collaboration. Communicates and works effectively with individuals across the company to accomplish goals and resolve problems. Builds and maintains constructive work relationships throughout the company.
  • Recognizes opportunities for continuous quality improvement; presents creative ideas to improve processes, systems, and service.
  • Maintains commitment to continuous development of knowledge base, through specialized training/courses and work experience.
  • Complies with HIPAA rules, appropriately safeguarding PHI or other private & confidential information.
  • Adapts quickly to frequent process changes and improvements.
  • Is reliable, engaged, and provides feedback as to improve processes and policies.
  • Attends all department, team, and company meetings as required.
  • Embraces and exemplifies ADS core values:
  • We grow together
  • We care
  • We obsess over the customer experience
  • We commit
  • We WOW
OTHER RESPONSIBILITIES
  • May perform any additional responsibilities or special projects as required.
  • Duties and responsibilities may be subject to change based upon the needs of the department.
  • May provide cross-functional support as business needs demand.
Requirements

MINIMUM REQUIREMENTS
  • High School diploma or equivalent
  • Minimum 6 months' experience with facilities/office management duties
  • Basic knowledge of HR/employment principles, practices, and standards
  • Basic level of MS Office proficiency; Ability to learn HRIS
EXPECTED COMPETENCIES
  • Friendly, professional, and effective communications skills; able to calmly present solutions in challenging situations
  • Self-directed accountability and reliability
  • Able to demonstrate self-motivation, confidence, energy, and creativity
  • Able to manage & prioritize multiple tasks/projects, work autonomously, and meet deadlines
  • Able to work well in a team environment that promotes inclusiveness & communication among team members
  • Must have a genuinely collaborative and solutions-oriented work style
  • Cultural Competency
PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable employees with disabilities to perform the essential functions.

While performing the responsibilities of the job, the employee is required to remain in a stationary position most of the time (stand or sit). While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is frequently required to stand, walk and reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

OTHER REQUIREMENTS
  • Candidates must successfully pass a background check.
  • Candidates must be able to provide proof of employment eligibility to work in the US.


Salary Description

$19.00 hour