Administrative Support Specialist

We are currently searching for a Computer & Organizational Savvy Operations Support Specialist to work onsite at our headquarters. Successful candidates have excellent customer service and must be outcome-oriented. The ability to work in a fast paced environment with strong attention to detail, presenting a lot of initiative, being proactive and a true team player is essential. You will be fully engaged and busy from the first day and we guarantee there will never be a dull moment. 
 
KEY DUTIES                                                                                                                     
  • Create and modify various documents using Microsoft Office products such as Word, Excel, PowerPoint; and Google Suites such as Gmail, Forms, Calendar, Docs, and Sheets. 
  • Proactively check corporate office supply cabinets and order supplies as needed.
  • Develop and maintain fully documented Standard Operating Procedures for corporate processes. Running office errands to include group lunches, supply pick-up, etc. 
  • Provide general administrative and clerical support including phone reception, office reception, photocopying, mailing, scanning, faxing and copying to management
  • Maintain electronic and hard copy filing system
  • Assist both the Finance, HR, Operations Divisions by performing data entry using the following tools: Excel, Google Sheets, and HR System as requested
  • Open, sort and distribute incoming correspondence
  • Prepare and modify documents including correspondence, reports, drafts, memos, and emails
  • Manage Employee Training & Education Program - Receive requests, enroll and track employee training, certifications, and education
  • Manage Employee Travel Program – Receive requests, make reservations and follow through with travel and reimbursement expenses
  • Manage Employee Federal Badge Process – to include management of paperwork, coordination with the Federal Government Security & Program Offices, tracking progress, and tracking renewals.
  • Manage Employee Transit, Parking, and Expense Spreadsheet for Finance Payroll reports
  • Assist the HR Division with the management of the employee data to include salary, status changes, bonuses and more.
  • Provide Tier 1 Service Support for the tracking, escalation to the HR, Finance, and Operations Divisions, and ensuring a fully accurate timely executed resolution or response is provided to the employee and manager initiating the incidents and/or request received via telephone, email, form, or in person.
  • Maintain Employee Intranet Announcements, Updates, News, Spotlights, and Resource Access
  • Coordinate and maintain records for staff office executives, contract records, facilities, phones, company credit cards, and office keys.
  • Manage Visitor Sign In/Out Sheet, corporate conference room calendar, conference room supplies, and conference tidiness to include cleaning of the whiteboard daily. 
  • Assist HR and Finance with the employee new hire to termination processes to include the development of offer letters, badge paperwork, ordering of equipment needed, orientation, review schedules, status changes, and termination. 
 
EXPERIENCE, SKILLS, AND EDUCATION
  • Must be computer savvy in Microsoft Word, PowerPoint, Excel, and Google Suite: Gmail, Calendar, and Forms.  Candidate must have 2+ years demonstrated experience with each application listed.
  • Experience making Travel Arrangements and following Government Travel Policies a Plus
  • Proven ability to be on-time Mon-Fri, reliable, excellent oral and written communicator; as well as, self-motivator. 
  • Ability to juggle multiple projects with superb accuracy, initiative, and a positive attitude.
  • Exceptional customer service skills, over the phone and in person, with our customers and internal departments
  • Strong sense of urgency and problem-solving skills – show initiative!
  • Ability to use creativity, reasoning, past experience, information, and available resources to resolve issues.
  • Works well with others, relates to people and can manage conflict when required.
  • Excellent communication, presentation, and interpersonal skills.
  • Strong analytical abilities; detail oriented.
  • Must be organized, timely, and customer service oriented
  • Ability to work well independently and in a team setting
  • Adaptability, flexibility, and ability to deal with ambiguity and change
  • Excellent oral and written communication and customer service skills
  • Excellent attention to detail and good analytical skills
  • US Citizenship

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