SUMMARY: Reporting to the Vice President of Administration, the Administrative Support Specialist provides day‑to‑day administrative support across the organization with a focus on documentation, tracking, and reporting. This role supports company‑wide administrative and compliance processes by maintaining accurate records, preparing standard reports, and assisting with training, safety, and compliance documentation. The Administrative Support Specialist helps ensure information is organized, current, and completed on time while supporting consistency with company standards.
Job Duties and Responsibilities
Includes the following, but is not limited to:
- Reports directly to and supports the Vice President of Administration with day-to-day administrative, reporting, and coordination responsibilities.
- Assists with administrative support related to company financial processes, reporting, risk tracking, compliance documentation, and general administrative functions.
- Supports Executive Leadership, as directed, with administrative coordination related to meetings, projects, events, reporting needs, and executive communication.
- Assists with the preparation, organization, and distribution of reports including, but not limited to, monthly collections reports, onboarding reports, and other administrative tracking reports.
- Maintains and updates administrative systems and trackers, including directories, manager tracking, customer contact logs, and acknowledgement records.
- Coordinates administrative components of onboarding, transitions, and other company-wide initiatives.
- Helps manage documentation and administrative follow-up related to general liability claims, workers' compensation claims, and OSHA-related reporting and compliance tracking.
- Schedules meetings, prepares agendas or materials as requested, and assists with follow-up communication and documentation.
- Handles confidential and sensitive information with professionalism, discretion, and good judgment.
- Maintains electronic files and records in accordance with company policies for retention, accuracy, and accessibility.
- Screens and responds to administrative inquiries when appropriate and routes items requiring leadership attention accordingly.
- Assists with proofreading, formatting, and preparing correspondence, reports, and documents for executive review and approval.
- Participates in meetings and discussions related to administrative processes, reporting improvements, and company initiatives, as requested.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
High school diploma or GED required; Must be 18 years old; Experience with reporting, documentation, recordkeeping, or compliance‑related tasks is a plus but not required.
COMPETENCIES AND SKILLS:
Strong organizational skills with attention to detail and accuracy. Ability to manage multiple tasks, prioritize work, and meet deadlines. Comfortable following established processes and tracking completion of tasks and documentation. Clear written and verbal communication skills. Ability to work independently while also functioning as part of a team.
COMPUTER SKILLS:
Must be able to perform basic computer activities, including using Word and Excel, processing e-mails with attachments and receiving training via the computer. Knowledge of SharePoint is a plus, although not a requirement. Good PC skills (Excel, PowerPoint, Word, etc.).
LANGUAGE ABILITY:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers, the public, or employees of organization.
MATH ABILITY:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs, pie charts, and other reporting materials.
CERTIFICATES AND LICENSES:
No certifications needed.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Supervisory Responsibilities
This role does not have any supervisory responsibilities.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but may be louder in certain environments (airports when travelling, etc.)
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to sit for extended periods; use hands and fingers to operate a computer, keyboard, mouse, and other office equipment; and talk or hear during virtual meetings and phone calls.
- The employee is occasionally required to stand, walk, reach with hands and arms, or adjust workstation equipment.
- The employee may occasionally be required to bend or stoop to retrieve materials.
- The employee may occasionally lift and/or move office supplies, equipment, or materials weighing up to 20 pounds.
- Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus, including prolonged use of a computer monitor and review of electronic documents.
Travel Requirements
Minimal travel may be required for this role, at the approval of the President.
