Administrative Support Specialist

2 weeks ago

Denver, Colorado, United States Gana-A'Yoo, Limited - Antarctic Program Full time

Gana-A'Yoo Services Corporation (GSC) is recognized for its commitment to excellence in service delivery, performance, and customer satisfaction, particularly in the realms of Food Service, Janitorial Services, and Administrative Support. We are currently looking for an Administrative Coordinator/Kitchen Clerk to support our operations at McMurdo Station.

As an Administrative Coordinator, your primary responsibility will be to provide comprehensive administrative assistance to the Food Services department at McMurdo. This role encompasses a variety of tasks including maintaining departmental documentation, serving as the point of contact for personnel matters, and managing confidential information. You will also oversee the receipt, organization, inventory, and distribution of food and supplies, ensuring exceptional customer service at all times. A thorough understanding of applicable policies and procedures is essential, as the role involves approximately 40% administrative duties and 60% kitchen responsibilities.


KEY RESPONSIBILITIES:

  • Engage professionally with personnel from various organizations, including the National Science Foundation and subcontractors, both via phone and in person.
  • Provide general administrative support to management and operations personnel as needed.
  • Assist in the preparation of Standard Operating Procedures (SOP) and Quality Assurance (QA) documentation, as well as timecards and other necessary reports.
  • Maintain the Safety database specific to Food Services.
  • Act as the personnel point of contact for Food Services, ensuring accurate and timely communication regarding personnel matters.
  • Support the hiring and orientation processes for Food Services staff and maintain the personnel roster.
  • Coordinate documentation across all departments within Food Services, offering guidance and training to employees as required.
  • Manage incoming and outgoing correspondence for the department, ensuring proper routing for action.
  • Maintain and organize files and manuals related to policies, procedures, and reports.
  • Promote a safe working environment, prioritizing safety in all job functions.
  • Assist kitchen staff, including cooks and stewards, in daily operations.
  • Provide outstanding customer service, effectively communicating with customers and management to address needs and concerns.
  • Complete assigned tasks as directed, whether verbally or through a task list.
  • Oversee the receipt and storage of all incoming food and materials.
  • Keep kitchen storage areas and delivery docks organized and clean.
  • Process various food requests and track usage accordingly.
  • Collaborate with management to assess food supply costs.
  • Document all supply issues and returns accurately.
  • Coordinate with management for the effective use of food products and fresh produce.
  • Monitor stock levels and communicate needs to management.
  • Implement FIFO (First In, First Out) stock rotation practices.
  • Conduct inventory audits and manage weekly delivery tracking.
  • Prepare supplies for retrograde shipment as necessary.
  • Ensure proper handling and storage of all cargo upon receipt.
  • Familiarize yourself with hazardous cargo regulations and shipping requirements.
  • Exhibit strong leadership, communication, and organizational skills.
  • Adapt to various weather conditions while working indoors or outdoors.
  • Work effectively within a diverse team environment.
  • Maintain a positive attitude and flexibility in a fast-paced setting.
  • Accurately track all relevant data and metrics.
  • Adhere to all Environmental Health & Safety and Quality Assurance requirements.
  • Safely lift and move various weights as required.
  • Perform additional duties as assigned.

EDUCATION:

  • High School diploma or GED required.

CERTIFICATION AND LICENSING:

  • Current ServSafe Food Handler certification required prior to deployment.
  • Valid driver's license.
  • Valid U.S. Passport.

EXPERIENCE:

  • Minimum of two years of administrative experience required; one year of cooking experience in a high-volume setting preferred.
  • Basic proficiency in word processing, spreadsheets, and databases is necessary.
  • Experience with Station Services in Antarctica may be considered in lieu of the minimum experience.

OTHER REQUIREMENTS:

  • U.S. citizenship or permanent residency is required.
  • Successful completion of a Tier 1 - Elevated Background Investigation (EBI) is a prerequisite for employment.

Gana-A'Yoo, Limited (GYL) is an Alaska Native Corporation providing services across various facility types, including military training sites and emergency management centers. In partnership with ESS Support Services, a division of Compass Group, we deliver operational management support in remote locations.


We are committed to providing equal employment opportunities to all applicants.


We are an Equal Opportunity Employer that considers applicants without regard to race, sex, religion, national origin, disability, veteran status, or any other protected status.

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