Makes good decisions based on a mixture of analysis, wisdom, experience and judgment, Principle based decision making: Prioritizes the best interest of the organization and the goals of SAP over process constraints, Time Management: Uses time effectively and efficiently, Satisfaction: Takes pride and joy from the success of the partnership and the team, Confidentiality: Experienced at handling sensitive and confidential information, with appropriate level of tact and diplomacy, Add new material to file records, and create new records as necessary, Scan or read incoming materials in order to determine how and where they should be classified or filed, Management of upcoming document for translation, Security system access card management: to create, delete or modify current or new access, Recruitment: To create, modify or delete job posting, to assist with candidate’s appointment for interview, Medical pre-employment management: To manage candidates appointment for pre hire clinical test, Dispatch: answering phones, balancing routes, balancing processing, keying routes. Screening calls, forward phone inquiries to the appropriate staff members. Office Admins handle clerical and administrative duties in an office. Negotiate with vendors to ensure lowest possible cost for all office expenses, Assist the ISO coordinator with ensuring all ISO standards are maintained and followed. (Oracle, Siebel or Salesforce.com), Excellent written and oral communication skills in English. No need to think about design details. Support branch managers with other tasks as needed, Manages all clerical aspects of Protrack performance system and the Kronos payroll system (time off requests, perfect attendance tracking). ), Maintain best in class customer service delivery at all times, Coordinate the shipping and receiving of boxes and letters to and from the office, Provide bookkeeping and accounting support for the local operation as necessary, Monitor and track the GWS ticketing queue and ensure resolution of any assigned tasks in a timely manner, Use company intranet and other computer-based systems; update the local office intranet page, Support the on-site Facilities Operations Associate Manager, partnering to complete tasks and projects related to the ongoing operation of the office, Partner with the Red Hat First Impressions program team lead to establish solid service delivery standards, Coordinate catering and other needs for on-site meetings and events, Serve as the point of communication for all maintenance and repair issues, Oversee inventory, supply stocking, and ordering for shared office supplies, Plan and execute all GWS initiatives for local office, including global or regional programs as mandated by law or guidelines (e.g. On the other hand, we’re using several third party tools to help us run our website with all its functionality. ), Answers phones, maintains calendars, schedules meetings and arranges all necessary visitor passes, Handles expense reports, arranges travel and manages vacation schedule for all team members including coordination of major meetings, Assists in preparation of presentations & analysis which includes proofreading, making revisions, copies and binders, Manages SAP requirements for group and is an authorized PCard holder for the division, Oversees office supplies and maintains networked hardware and software for the group, BA degree with at least 1-2 years of work experience in an office setting. This position works out of the Grand Rapids, MI Office. 1 0 obj This includes proficient operating ancillary office equipment such as copier, fax, printers, etc. ), Business trips coordination of administration team, Support with meetings organizing (meeting rooms reservation, conference calls organizing), Advanced PC user (minimum skills: MS Word & Excel, Outlook with no need in explicit study), Ability to deal with several tasks in parallel, setting priorities, Self-direction and ability to complete projects with limited supervision, Pro-activeness, willingness to optimize the process, Provision of Adminstrative Support to Senior Management including the co-ordination of diary events and appointments, Schedule and co-ordinate booking of meetings, Co-ordinate travel requirements and organise expenses, Assistance with on-boarding of new team members, Communications Focal for the Programme – create, edit and release communications, Assist with other senior managers on the same programme, Receive, greet and direct visitors in a friendly, welcoming and gracious fashion, Answer and screen all incoming phone calls, taking accurate and detailed messages or direct calls to the appropriate individual/department in an expedient and efficient manner, Maintain full breadth of vendor contacts, uphold working relationships with Insmed’s top vendors, while suggesting and navigating new/additional vendors where needed. Plans and supervises emergency evacuation drills and CPR/AED training for staff, Works with firmwide operations managers to ensure that all operations infonet pages are up-to-date, particularly with respect to business continuity and emergency procedures, Works with firmwide office managers to monitor photocopier usage and reporting, Performs other work-related duties as assigned, Responsible for projects and other assignments from the DC Managing Partner, Plans and organizes functions and meetings, Bachelor's Degree or the equivalent in Business, Finance or a related discipline plus 5-10 years of directly related experience. At least 3-5 of those years should be in administrative management in a law office of more than 15 lawyers (preferably a branch office of a large law firm), Must demonstrate the ability to manage and solve complex problems, establish priorities and organize work, Working knowledge of computer software programs, such as Word, Excel, Power Point in a web-based environment, Strong analytical and problem-solving skills, writing and presentation skills, and coaching and developmental skills, Ability to be flexible and able to manage conflicting deadlines and requests, High level of skill with interpersonal relationships and communications, both individually and in group settings, Ability to influence at all levels of the organization, Must be a self-starter who understands the details within a much larger content and able to apply them to different situations, Ability to work in a teamwork/collaborative style and environment, Must be creative and flexible in order to respond quickly and positively to shifting demands and opportunities; ability to work under tight deadlines and handle multiple, detailed tasks, Must be a team-oriented person who can share information, goals, opportunities, successes and failures with the appropriate parties, Ability to organize, plan and carry out multiple related activities, Must pay attention to details and have the ability to follow up and follow through, Ability to work effectively in a multi-office environment, Serve as the primary real estate and facilities point of contact for Blackboard’s Reston office, Perform basic receptionist duties which includes answering phones and greeting visitors, Responsible for operational oversight and supervision of mail and delivery services, facilities cleaning, maintenance and repair activities, Responsible for coordinating office safety and security procedures, Serve as the de-facto events coordinator with responsibility for coordinating social engagements related to the Reston office, Supply all necessary furniture/access keys/cards needed for new onboarding employees, Other administrative duties as assigned, to include working directly with CEO’s office as needed, 1-3 years’ experience as an office manager or administrator, Manage corporate travel program including booking travel arrangements, Create, maintain, update office administration processes and procedures, Ensure neatness and orderliness of office kitchen, mailroom, training room, and conferences rooms, Organize and neaten office common areas including copier and lounge areas, Order, receive, and distribute supplies for employees and general stock, Order branded documents including business cards, letterhead, and envelopes, Manage relationships with office vendors for recycling, janitorial, vending, coffee, HVAC, and others, Create employee ID badges and train employees on alarm system, Respond to office management inbox inquiries/requests, Assist with reception coverage including answering phones, attendance management, and sorting mail and faxes during vacation period, High School diploma required – Associate’s or Bachelor’s degree candidates welcome, 3 - 5 years minimum office administration experience with ability to approach it with a positive and mature attitude, High level of comfort with learning new systems and subjects, Good listening skills with the ability to interact effectively with all levels of personnel and a variety of personalities, Strong organization skills with attention to detail, Qualified Candidate needs to be able to multi-task in a fast paced working environment, Requires strong attention to detail, excellent communication, typing and computer skills, ability to work with other team members, but also independently as needed, Business Office experience and Microsoft Office knowledge is helpful, At least 2-year EA/Admin and/or HR related working experience would be an advantage, At least 2-year basic financial payment processing practice, accounting certificate holder, Strong motivation and initiative to accomplish goals, Excellent communication capability of both written and oral English, Serve as the primary real estate and facilities point of contact for Blackboard’s San Francisco office, Oversee and maintain all office space, equipment and basic supplies, to include keeping all kitchens supplied, Serve as the de-facto events coordinator with responsibility for coordinating social engagements related to the San Francisco office, Ability to lift heavy objects for deliveries and inventory replenishment, Coordination of travel and expenses for Executives & video talent/brand voices, Work with administrative staff and management teams in other Turner properties to help organize corporate events, Handle expenses and maintain thorough, accurate expense reports for Executives, Event coordination including managing “morale” activities and budget for the NYC location and meetings logistical coordination, Point of contact for any visiting parties; meeting space inquiries; and answering main office phone, Main point of contact for building security, including registering guests, building maintenance requests, including repairs, garbage pick up, and obtaining proper COI’s for special building access, Maintains supplies inventory by checking office and food supplies stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, Ensures operation of office and kitchen equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques, Assists with the cleanliness of the general office, including conference rooms and kitchen/break room, Keeping diaries and arranging appointments, Organising travel and accommodation for staff, Ordering and maintaining stationery and equipment, Sorting and distributing incoming post and organising and sending outgoing post, Photocopying and printing various documents, sometimes on behalf of other colleagues, Covering Reception duties on an ad-hok basis, You will have previous experience in a similar role, Prior administrative experience supporting executive management, Strong organizational and communication skills, Excellent interpersonal skills. for the office cafe. Proficiency in the operation of necessary office equipment such as copy machines, scanners, fax, conference room computers and video conferencing equipment, Act as a first point of contact for guests and visitors, Help define office culture / policies - manage meeting rooms and meeting etiquette, Help prepare meetings, conferences, and other events, Provide administrative support to leadership team, MS competency: Outlook / Excel / Word / PowerPoint, An enthusiastic and proactive approach to work, Able to work well within a team & organise others, Someone with initiative to make a positive impact on the office environment, Previous office administrative experience: 1+ year experience, Supervise the Materials Management Worker/Driver to ensure compliance with Sarbanes-Oxley requirements and provide oversight for the Supply Chain and Materials Management processes for the station, Implements corporate administrative policies, and performance management process, 3 years business experience with background in office administration, 1 year business planning process and budgeting experience, 1 year supervisory experience with background in office administration, Strong proficiency in Enterprise Resource Management software (SAP) and PC applications such as Excel, PowerPoint and Access, Bachelor’s Degree in Business or equivalent work experience, Able to communicate with people at all levels, internal and external to the Company, Complete understanding of financial statements and ability to provide in-depth financial analysis, Able to foster an inclusive work environment and respect all aspects of diversity and must demonstrate and value differences in others’ strengths, perspectives, approaches, and personal choices, Bachelor’s degree in Finance, Accounting, Economics or Business, Knowledge of Fossil Power plant operations, Interface with high level internal and external contacts using discretion and initiative, Proficiently and seamlessly manage the Vice President’s daily calendar, Monitor travel logistics, expense reports and reconcile corporate credit card charges for accurate payment and re-imbursement, Plan and implement logistics for internal and external events, as required, Under minimal supervision, prioritize actions and proactively anticipate the Vice President’s needs and flow of the office to ensure a smooth operating rhythm, Communicate a wide variety of information to multiple audiences exercising judgment to reflect the organization’s needs and Boeing Company policy, Experience with the Microsoft Office suite including Word, Excel, PowerPoint, and SharePoint. Monitors seating and space capacity and provides updates to Facilities and site head. Monitors leasing and any sublease arrangements and responds to subtenant requests; coordinates tenant improvement construction projects, Handles firm orientation and coordination of training programs for new staff, Works with the appropriate departmental managers and directors to coordinate supervision of the Washington DC staff and services, e.g. Purchasing requests, Office life support: office supplies, office improvements, Working with corporate systems (Financial, HR systems, etc. Reminder email should be sent to driver to remind them they need to get their vehicle serviced, Renew vehicle registration (Thermo owned vehicles only), Arrange interstate transportation of vehicles (as required), Previous experience in Office Administration, Desirable previous Customer Service experience, VCE, further education in Certificates in Office Administration, Medical Reception, Secretarial Studies, Desirable experience with product names in the Scientific/Healthcare, Excellent interpersonal and communications skills with ability to build relationships with internal & external customers, suppliers and staff to achieve the desired results, Good organisational skills with ability to prioritise, manage time effectively and meet agreed deadlines and work autonomously, Excellent computer skills included in Microsoft Office, the ability to learn new concepts and packages as required by the position, Conduct research in order to answer questions and find solutions for our customers, Provide excellent service to internal and external customers via phone, email and face-to-face interaction, Maintain positive working relationships with various vendors and business partners, Ability to frequently maneuver between standard and specialized software programs as well as manufacturer and banking websites, Incorporate Lithia’s core values in your daily performance: Improve Constantly, Take Personal Ownership, Earn Customers for Life and Have Fun, Prepare monthly flooring reconciliations for assigned accounts, A background in data entry and customer service, Be responsible for general management of the office, including liaising with suppliers and payment of expenses, Being the first point of contact for administrative queries received from head office, Maintain accounting and statutory records where applicable, Undertake company, industry and market research, including maintaining trackers regarding local IP appointments, Work closely with colleagues on some client matters, Act as contact liaison between external parties and FTI, Assist with preparation of reports, written analysis, presentations, quantitative exhibits, and other client deliverables, Actively monitor cases via use and completion of checklists and preparing statutory lodgments for review, as required, Complete pre-appointment tasks such as performing conflict checks and preparing basic letters of engagement, Maintain a professional image within the company and project the same to those outside of the company, Attend and be an active participant/host as FTI Consulting marketing events to begin to develop professional contacts, Interact with clients, including lawyers, in house counsel and senior accounting personnel, Perform internal case administration tasks such as preparation of payment/receipt vouchers and bank reconciliations, Perform general office administrative matters as appropriate, Serves as office receptionist, providing primary staffing of the reception desk during business hours, Ensures that overall office appearance, including the kitchen, conference rooms and all common areas, are neat and tidy, Ensures that equipment, supply rooms and kitchen are adequately stocked with core office supplies and that they remain neat and orderly, Sorts and routes incoming mail and packages; assists with outgoing mail and overnight deliveries, Provides administrative support for senior office executives, including travel planning and expense reimbursement/tracking, Tracks administrative spending, processes vendor invoices & troubleshoots issues that arise, Coordinates caterers and food orders for client meetings and company/office events, Maintains relationships with relevant office vendors and suggests additional vendors, Takes care of office services related functions for new employees, including but not limited to providing a general office services orientation, ordering business cards and name plates, and ensuring new person’s office/workspace is stocked with starter office supplies, and providing key cards, Coordinates with Porter Novelli IT team to provide basic computer and telephone set-up and support, prepares guest workspaces as needed, Serves as primary office liaison with Dexter Horton management, shares information with staff and works with building management for maintenance to address issues as needed, Serves as safety leader in fire drills and actual emergencies and leads staff to emergency meet-up location, Three to five years of previous experience in office administration, Proficient in MS Office applications such as Outlook, Word and Excel, General office supplies logistics: replenish of stationary, office supplies, snack, and drinks, Facility management: Coordination with office building management or service providers on repair and maintenance of facility; assist with service calls for requests from employees; Overtime AC and parking lot application; office environment improvement, Fixed assets management: work with finance/IT to label fixes assets to record/report fixed assets’ condition and location, Warehouse coordination: coordinate with internal user and external warehouse or courier on the shipment of marketing giveaways/costume in time and properly, Import shipping logistics: Work with forwarder and agency on the administrative work of custom declaration, toy inspection, labeling and transportation, Secretarial service: prepare reimbursement in system for managing director review, vendor/regional visitors meeting/entertaining arrangement support, Contract management: contract with vendor on the renewal or new facility/warehouse related contract, Provide administrative support that assigned Handle other duties as assigned, Embraces the TIC “Safety First” attitude when performing any/all job duties and assists Safety Manager with administrative tasks when necessary, Updates Evacuation Information as necessary for ROC/BMOC, Manages the reception area in a professional manner to ensure effective internal and external communications throughout the facility.