General Position Summary 

Under the direction of the Senior Administrative Assistant, this position is responsible for the day-to-day operations of the Human Resources and Administration department. 

This position is expected to be a conceptual thinker with superb organizational and time management skills. In addition, you must be reliable and should accurately follow instructions with the ability to multitask and acclimatize to a fast-paced environment. 

II. Essential Job Functions 

Administration Responsibilities • Providing clerical and administrative support to multiple supervisors. 

• Handle administrative requests and queries from senior managers. 

• Suggest more efficient ways to run the company and troubleshoot malfunctions. 

• Developing and implementing new administrative systems 

• Assists company events (Company-wide Mid Year, Year End Meeting, Charity Classic Golf Tournament, and other corporate events). 

• Completes operational requirements by scheduling and assigning administrative projects; expediting work results. 

• Prepare necessary documents for regular company procedures. 

• Schedule and prepare meetings and appointments. 

• Assists with all insurance and benefits administration. 

• Completes operational requirements by scheduling and assigning administrative projects; expediting work results. 

• Resolves administrative problems by coordinating preparation of reports, analyzing data, and 

• Process monthly vouchers for each vender 

• Open / terminate state business tax accounts as necessary. Receive state tax related notices and 

escalate any issue to an appropriate organization (e.g. Paychex Flex, Department of Revenue) 

• Assist supervisors in releasing various company-wide announcements. 

• Maintains high integrity and confidentiality by keeping human resource operations and information confidential. 

• Developing and implementing new administrative systems 

• Support other functions as assigned. 

• Cross-train with Senior Administrative Assistant on the customer service to ensure solid customer relationships. 

• Update and track HR databases (e.g. new hires, separations, vacation and sick leaves) 

• Liaise with insurance brokers to assist insurance renewals and any auto accident/workers comp claims from employees. 

• Assists with all insurance and benefits administration. 

• Maintains office business cards of each employee. 

Customer Service Responsibilities 

• Respond to customer queries in a timely and accurate way email or phone. 

• Keeping records of customer interactions, transactions, comments, and complaints. 

• Communicating and coordinating with colleagues as necessary. 

• Act as a liaison, provide product/services information, answer questions, and resolve any emerging problems that our customer accounts might face with accuracy and efficiency. 

• Maintain of cloud-based services including Zendesk, RingCentral, and other services as necessary. 

• Provide monthly customer service report to management and related department. 

Common Job Functions

Team Work 

• Works with others toward common goals and objectives. 

• Expresses individual viewpoint while acknowledging and learning from others.

Maintain Professional and Technical Knowledge 

• Knowledgeable of current trends and changes in the technical / professional / administrative areas related to job. 

• Working knowledge of all job responsibilities and the various techniques and skills necessary for efficient completion of tasks. 

• Properly interprets and applies corporate policies and procedures.

Interpersonal Skills 

• Reporting Skills, Administrative Writing Skills, Strong Microsoft Office Skills, Managing Processes, Organization, Analyzing Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication 

• Ability to perceive and react to the needs of others with appropriate sensitivity and firmness. 

• High energy and self-motivated customer-oriented spirit and manner.

Time Management

• Plans the use of time and resources efficiently

III. Essential Job Requirements 

Associate degree or 2 – 3 years of experience as an Administrator and/or customer service. Proven experience as an Administrator, Administrative Assistant, customer service or relevant role. 

• Excellent oral and written skills. 

• Excellent computer skills in a Microsoft Windows environment. Must include Excel and demonstrated skills in database management and record keeping. 

• Excellent organizational and high degree of multi-tasking skills 

• Attention to detail and solid problem-solving skills. 

• Evidence of the practice of a high level of confidentiality. 

• Flexible when required and keen to learn new things. 

• Experience in Human Resource is desirable.