Administrative Support | Medford, NJ

Administrative Support

We are hiring an Administrative Support person in Medford, NJ. The Quality Assurance Coordinator (QAC) provides various levels of administrative support to Field Services and Consulting. QACs support a defined group of employees, largely but not entirely based on geographical location. Must be local to South Jersey.

Responsibilities

Responsibilities include:

• Communicate with team members by email, phone, and text proactively to ensure they are connected to the organization and reactively based on assigned project or field related questions or concerns.
• Perform time reporting administration to ensure timesheets are correctly submitted weekly (signed and hours match Deltek time) and follow up with employees and manager to resolve discrepancies.
• Review and approve employee expense submissions weekly and follow up with employees and manager to resolve discrepancies.
• Update employee profiles upon completing a project and when being considered for prospective projects to ensure scope alignment, and create new profiles, as needed.
• Arrange travel related to project mobilization and demobilization to also include occasional home visits and add travel expenses to Deltek.
• Update and maintain various tracking spreadsheets, logs, lists, and systems for the purpose of maintaining metrics, deliverables, consultant look-ahead, training, and tracking timeframes and expirations.
• Maintain contractor training systems (BASE,) through the HazTek website and Haztek LMS System support trainee login, troubleshoot issues, maintain training calendars/sign in sheets, send email to attendees, provide client with trainee list, and liaison with client to ensure their expectations are met.
• Register employees for professional development (e.g., OSHA Training Institute, Rutgers), as requested.
• Assist with new employee onboarding by welcoming new team members, explaining and showing key processes (time and expense submission), and being a resource for triaging questions and issues.
• Work closely with the project managers and field people building a relationship with the two.
• Reconcile Credit card activity
• Data Entry

Qualifications

Required Education and Experience:

• High School Diploma, or equivalent
• Two (2) years of experience providing administrative support in a logistics or operations-based environment

Preferred Education and Experience:

• Industry knowledge and technical safety background
• Experience managing time reporting and expense control
• Experience coordinating travel arrangements
• Experience supporting a decentralized workforce

Qualifications:

• Excellent verbal communication skills, Heavy phone use
• Excellent writing communication skills
• Excellent computer skills to include Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to articulate ideas and thoughts with attention to detail
• Ability to operate in fast paced environment and changing priorities quickly
• Ability to balance multiple priorities to meet expected response deadlines
• Ability to portray a positive, enthusiastic, and energetic demeanor
• Ability to work well both independently and as part of a team
• Ability to be flexible, and show patience when faced with ambiguity
• Ability to read, write, speak, and understand the English language

Additional Requirements:

• Hybrid role with 2 days in the Medford, NJ office
• Must be available during normal business hours, Monday through Friday, 8am-5pm EST
• On occasion, be available during non-business hours. (including weekends for any issues that arise for those traveling)

Overview

HazTek Safety Management is a full-service, objective safety partner, founded in 1997. The health, safety and well-being of employees and companies is our highest priority. We offer full-time employment, stability, competitive benefits, professional development, travel, diverse safety experiences, management support and the added benefit of working with a network of over 275 full-time HazTek safety professionals.

At HazTek, We Stand Together for Safety

We are committed to building an environment of inclusion and acceptance which values diversity across all areas of the organization; an environment in which all employees can contribute to the success of the business and are valued for their skills, experience, and unique perspectives.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

Pay Range

$50,000-$55,000

Travel | Relocation

Local Only - No travel, per diem or relocation is offered for this opportunity