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Administrative Support Coordinator

2 months ago

Rochester, New York, United States VMD Corp Full time
Job Overview

About the Role:

This position is integral to enhancing airport security operations, aimed at safeguarding the nation's transportation systems and ensuring the safety of individuals within our borders.

Your Contribution:

In this Administrative Support role, you will assist the Project Manager(s) and executive team by performing a variety of administrative functions. Your responsibilities will include:

  • Facilitating and managing staff travel arrangements.
  • Distributing organizational updates and notifications to all personnel.
  • Collecting daily paperwork, lost items, and recyclable materials, while ensuring timely delivery of supplies.
  • Monitoring all Government Furnished Equipment (GFE) such as keys, radios, and headsets.
  • Coordinating maintenance and repairs for equipment.
  • Serving as the Administrative Coordinator for Property/Lost & Found Database, which includes tracking lost items, responding to inquiries, and managing the return of items.
  • Acting as a Customer Service Liaison for passenger claims, which involves updating databases, responding to claims, and coordinating resolutions.
  • Reconciling parking expenses and adjusting records for new hires and departing employees.
  • Processing purchasing requests, tracking orders, resolving vendor issues, and maintaining inventory.
  • Documenting travel-related expenses and ensuring all necessary forms and receipts are submitted for reimbursement.
  • Maintaining master employee records and seniority lists.
  • Assisting Human Capital with the distribution of employee materials and forms.
  • Coordinating communication between management and Corporate Human Capital regarding leave tracking and documentation.
  • Managing the employee SharePoint site, including the posting and removal of documents as directed by management.

Qualifications for Success:

  • Experience in Human Resources.
  • Proven ability to provide advanced administrative and business support to management.
  • Intermediate to expert proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to generate reports and correspondence.
  • Skilled in Microsoft SharePoint and Office 365.
  • Competence in gathering, compiling, reviewing, and analyzing data.
  • Strong verbal and written communication skills.

Preferred Skills and Experience:

  • Sound judgment in resolving issues and knowing when to escalate matters.
  • Ability to problem-solve moderately complex challenges.
  • Strong multitasking and organizational skills.
  • Exceptional customer service abilities.

Basic Requirements:

  • Education: High School diploma.
  • Experience Substitution: Additional years of experience may substitute for degree requirements.
  • Minimum Overall Experience: 2 years.
  • Specific Experience in Field: 2 years preferred.
  • Clearance Required: Public Trust.
  • Work Status: Must be a US Citizen.

What We Offer:

Competitive compensation and benefits for you and your family, including:

  • Hourly Wage: $21.50 per hour.
  • Medical, Dental, and Vision coverage.
  • 401K plan.
  • Vacation Leave.
  • Flexible Spending options.
  • Life insurance.
  • Employer-paid Long and Short Term Disability.
  • Tuition and Training Reimbursement Program.

Ideal Candidate Profile:

  • Curious and eager to learn.
  • High attention to detail.
  • Demonstrates accountability and integrity.

Travel and Remote Work:

  • Travel: Minimal (less than 10%).
  • Telecommuting Options: None available.

VMD is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, or veteran status in accordance with applicable laws. VMD maintains a drug-free workplace.