Administrative Assistant

1 month ago

Lexington, United States Converge Technology Solutions Full time

Practice/Department: People Operations

Position Title: People Operations Administrator

Job Family:  People Operations

Position Location:  Hybrid – Lexington Office & Remote

Reports to: People Operations, Director

 

Job Summary:

The People Operations Administrative Assistant is responsible for supporting the people operations functions within the organization. This role requires a person that is adaptive, detail-oriented, and committed to ensuring efficient office operations on a day-to-day basis to complete a variety of administrative tasks and coordination efforts to ensure the smooth operation of processes and the overall employee experience.

FLSA Status:

Exempt

SOC Occupational Code:

43-9199

EEO-1 Job Category:

5

Essential Functions:

  • Provides on-site administrative support and presents a positive and professional image for the organization.
  • Allows building entry to visitors, maintains visitor protocol and guest software.
  • Coordinates logistics for meetings, including room setup and catering, as needed.
  • Works with maintenance staff and outside vendors to ensure completion of annual inspections, maintain vendor contracts, be available for emergency maintenance and coordinate approvals for repairs.
  • Collects requests for and creates supply orders, transports and delivers supplies to the office, as needed.
  • Uses discretion when working with sensitive information, maintaining confidentiality and security to ensure compliance with privacy policies and regulations.  
  • Inputs and updates information in databases and spreadsheets, reconciles invoices.
  • Researches, compiles and summarizes requested information for reports and presentations.
  • Reviews and reconciles invoices
  • Ensures that deadlines are met and adapts to changing priorities.
  • Signs for incoming packages, assists employees with shipping needs including coordinating package pickups, ordering shipping supplies, and creating labels using online accounts.
  • Operates and maintains office equipment.
  • Performs such tasks that are required in a timely and professional manner.

Required Skills/Abilities/Competencies

  • Excellent verbal and written communication skills.
  • Data management and entry skills, including the ability to maintain and improve filing systems.
  • Excellent organizational skills with accuracy and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Experience with event planning and coordination.
  • Supply management and inventory control.
  • Proactive approach to problem-solving and process improvement.
  • Familiarity with Microsoft Office Suite and Spreadsheet comprehension.

Education and Experience:

  • High school diploma or equivalent
  • Past administrative support experience in an office setting, a plus

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Employees hired under this position must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions, absent undue hardship. The Employer retains the right to change or assign other duties to this position at any time with or without notice.

jobDescriptionFooter:

Converge Technology Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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