Administrative Assistant

Description

Job title

Administrative Assistant

Reports to

Office Manager

Job purpose

An Administrative Assistant’s purpose is to assist with all office administrative duties and responsibilities. This role is vital to support our in field personnel and help manage all back office duties. This position is versatile in all administrative areas to provide assistance where he/she is needed.

Reporting Relationships

Reports to the current Office Manager of SRM.

Duties and responsibilities

.

• Assist with employee upkeep items for team and tracking company issued equipment.
• Send out birthday emails for team.
• Process all new hires and perform introductory new hire training.
• Handle all payroll related items such as processing payroll, approving timecards , reimbursements, deductions, time off requests, questions, and issues.
• Review, code and manage budget for expense reports.
• Order credit cards and activate new credit cards.
• Track and manage company owned meters.
• Create and distribute monthly newsletters.
• Order and manage company uniforms for the team.
• Manage mail and shipments.
• Organize office receipts.
• Make and manage mobile job supplies for projects.
• Manage per diem.
• Manage DOT cards and ensure current IDs are on file.
• Manage fit testing certifications and ensure they are renewed yearly for each employee.
• Order lunches for training classes / company meetings.
• Assist with training print materials.
• File job related paperwork when shipped back to the office. 
• Assist with data entry and upkeep of multiple crm platforms.
• Assist with travel bookings for out of town projects.
• Assist with upkeep office supplies, breakroom supplies and travel related office items for in field personnel.
• Provide support on special projects and initiatives on an as-needed basis, as assigned by management

Qualifications

• Sense of urgency, professional appearance and demeanor, and strong work ethic.
• Self management; Time Management
• Multitasking skills
• Organized and composed
• Proficient with Microsoft Office programs (Excel, Word, Powerpoint).
• Demonstrate flexibility in handling urgent or unforeseen matters after hours and on weekends.
• Willingness to work weekends when necessary to support operational demands.
• Communications skills, both written and oral.
• Ability to prioritize.
• Positive attitude towards others.
• Positive attitude when helping a co-worker understand a task or policy.
• Able to notify and correct employees in a professional manner when administrative items are done incorrectly. i.e. time cards, expense reports, time off requests, etc

Measurement of Performance

Working conditions

N/A

Physical requirements

N/A.

Direct reports

Approved by:

Date approved:

Reviewed: