Job Description
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 Primary Job Functions Prepared Date 4/11/2023 Staff Member Name Job Title Administrative Specialist Report to Senior Administrative Assistant Department HR & Administration FLSA Status Non-Exempt Location Corporate Office (Irving, TX) Effective Date I. General Position Summary II. Essential Job Functions Job Description ITO EN (North America) INC. 2/4
- Utilize internal cloud-based services as necessary. (e.g. BambooHR, Paychex Flex, RingCentral, Adobe) • Liaise with facility management vendors, including cleaning, catering, and security services.
- Completes operational requirements by scheduling and assigning administrative projects, expediting work results.
- Prepare and update necessary documents for regular company procedures.
- Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
- Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
- Maintains corporate calendar.
- 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. ITO EN (North America) INC. 3/4
- 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
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
Ability to commute/relocate:
- Irving, TX 75015: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- what is your visa status?
- what is your expected salary?
Experience:
- Administration: 5 years (Preferred)
- Microsoft Windows environment: 5 years (Preferred)
- Excel (Database management & Record Keeping): 5 years (Preferred)
- HR databases (separations, vacation and sick leaves): 5 years (Preferred)
- BambooHR, Paychex Flex, RingCentral, Adobe: 5 years (Preferred)
Work Location: One location