GENERAL SUMMARY
Provide key administrative support for the company with particular focus on the corporate office front desk duties as well as safety supply, accounting, and HR support. This role is in-office five(5) days per week, non-negotiable.
DUTIES & RESPONSIBILITIES
FRONT DESK & ADMINISTRATIVE TASKS
· Maintain Front Desk through core responsibilities, lobby greeting/answering of phones/ mail & deliveries
o Welcome and manage lobby traffic during core business hours
o Answer phones and direct calls in accordance with established procedures
o Handle incoming and outgoing mail and deliveries including incoming company fax transmissions
o Monitor HR, Operations, Estimating, Website and general email in-boxes
o Maintain written Office Administration Procedures Manual with current updates
· Maintain the Bellevue Office Main Conference rooms including resolving scheduling issues, and keeping conference room neat and orderly
· Maintain the Bellevue Office Break Room including keeping neat and orderly and managing inventory of beverages, paper products, plastic utensils, etc.
· Maintain and communicate company birthdays and other events as directed.
· Support Company Promotions and Events including:
o Annual Holiday Party
o Potlucks/Catered Lunches
o Team-building events
o Training meetings
· Provide miscellaneous administrative support to NWC managers/departments upon request with the following regular support:
SAFETY
· Provide necessary support for Safety & Operations Training Classes
· Order, Maintain & Distribute Office, Breakroom, Safety & Job Supplies including printed forms maintaining an appropriate level of inventory in an organized manner
· Manage safety supply inventory and Distribution to Field staff as needed
· Annual Review of Safety Gear Pricing
· Create Employee Training Certification Cards associated with completed training classes
· Other various safety administration as needed
PAYROLL
· Scan incoming mail and send to Payroll Specialist
· Scan all new hire packets to Payroll Specialist
· Print New Hire/Rehire Packets and maintain available inventory for field supervisors
· Print and mail Payroll documents upon request
ACCOUNTS PAYABLE/ACCOUNTING
· Monitor the AP Email box – distribute accordingly
· Pay vendor invoices with corporate credit cards per weekly list, provided by Accounts Payable including:
o Confirming fund availability utilizing 2 primary and one secondary credit card accounts,
o Paying online, via phone or through email transaction
o Paying in priority order per fund availability.
o Maintaining the Virtual Cards – Updating, requesting new, canceling old
· Prepare daily report of all company credit card A/P payment transactions and distribute per standard procedure
· Update and distribute the Outstanding Credit Card Balance Sheet
OFFICE & PROMOTIONAL
· Responsible for printers, plotter and Pitney Bowes machine maintenance and supplies
· In conjunction with Leadership and HR, order and maintain promotional products and materials including the annual design, ordering and sale of company sweatshirts
· Perform other miscellaneous duties as requested
EDUCATION & EXPERIENCE
High School Diploma and five years previous and progressive administrative support experience or the equivalent combination of education and experience.
COMPETENCIES & SKILLS
Leadership
- Capable of influencing behaviors and actions of others through formal channels and informal network
- Strong ability to prioritize actions and decisions
- Has the ability to solve problems and make quick decisions
Interpersonal Skills
- Manage relationships well at all levels including manager, peers, direct reports, customers, contractors and other business partners
- Communicates effectively; with an open & receptive approach, flexibility, composure, listening, patience & understanding
Computer/Technology:
- Proficiency with basic computer skills including intermediate to advanced MS Office skills
- Computer database skills are sufficient to track, maintain and report accurate safety, claims, training and other relevant data effectively and efficiently
Values & Ethics
- Adheres to company values of respect, integrity, execution and teamwork as reflected in decisions and actions
- Is widely trusted and direct and truthful in all communications, presenting the truth in an unvarnished, appropriate and helpful manner
- Admits mistakes and keeps confidence
- Enjoys working hard, is action oriented, full of energy, and not fearful of acting, but quickly seizes opportunities
- Shows respect for all employees, customers and business partners and demonstrates an awareness of personal impact on others
- Collaborates effectively and cooperatively with employees, management, clients, and other business partners, gaining trust and support of peers, solving problems with minimal noise, finding common ground, and communicating candidly
Pay: $33.65 - $36.06 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
