Branch Operations Administrative Coordinator

2 weeks ago


Bridgeton, Missouri, United States Helget Gas Products Full time
Job Overview

The Administrative Support Specialist will be instrumental in facilitating the daily functions at the branch by overseeing administrative responsibilities and ensuring adherence to company standards and protocols. This position directly reports to the Branch Manager and necessitates a proactive and adaptable mindset to effectively assist in daily operations. The Administrative Support Specialist will aid in sustaining efficient operations and ensuring compliance across various administrative duties within the branch.

KEY RESPONSIBILITIES:

  • Daily Administrative Duties:
    • Collect, review, and submit morning Department of Transportation (DOT) documentation.
    • Organize and prepare morning billing documents for managerial review.
    • Compile and finalize morning compliance documents for quality assurance review; submit the completed package daily.
    • File daily DOT, vehicle, and compliance documentation.
  • Biweekly Tasks:
    • Review, prepare, and submit biweekly hydrotesting documentation.
    • Generate biweekly hydrotest reports reflecting transactions of branch-owned cylinders.
  • Office Administration:
    • Oversee branch office supply inventory.
    • Prepare purchase orders for approval and processing.
    • Coordinate with corporate suppliers for bulk orders.
    • Arrange shipping through third-party logistics providers as necessary.
  • Financial and Payroll Assistance:
    • Support branch staff with expense reports, mileage reimbursements, and related tasks.
    • Ensure accuracy of payroll systems and input payroll adjustments as instructed.
  • Travel Management:
    • Maintain branch Paid Time Off (PTO) and travel schedules.
    • Arrange travel bookings for branch personnel.
  • Compliance and Reporting:
    • Maintain the compliance documentation room and ensure files are organized and accurate.
    • Update the weekly helium inventory report.
    • Update monthly cycle count inventories and collaborate with corporate inventory teams on variance assessments.
  • Special Projects and Reporting:
    • Produce ad hoc reports as requested by branch management.

QUALIFICATIONS:

  • Demonstrated experience as an administrative assistant or in a similar administrative capacity.
  • Exceptional organizational skills with the ability to prioritize tasks and manage time efficiently.
  • Strong attention to detail and problem-solving capabilities.
  • Proficiency in Microsoft Office Suite, particularly Excel and Word.
  • Excellent written and verbal communication abilities.
  • Capacity to work independently with minimal oversight.
  • Familiarity with DOT regulations and compliance practices (preferred).
  • Experience with payroll systems and financial documentation (preferred).
  • High school diploma or equivalent; additional qualifications in Office Administration are advantageous.


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