Shared Services (Admin Assistant)

Position: Shared Services Assistant Reports to: Controller Summary: The Shared Services Assistant provides support across multiple departments (Accounting, Office Management, Insurance/Compliance, IT, HR, Marketing/Sales, Development, and Construction). This role ensures smooth company operations and organizational efficiency. Key Responsibilities:

• General Responsibilities:
  • Adhere to company core values: FUN, Integrity, Passion, Growth, and Teamwork.
  • Maintain a professional appearance and positive office atmosphere.
  • Ensure confidentiality and discretion with company, personnel, and financial information.
  • Foster positive relationships with vendors, employees, customers, and the public.
• Accounting Support (Priority 1):
  • Assist the accounting department with tasks like data entry, filing, and other administrative functions.
• Office Management Support (Priority 2):
  • Handle administrative tasks, including answering phones, greeting guests, and maintaining office cleanliness.
  • Manage office logistics like conference room scheduling, employee vacation schedules, and company-wide communications.
  • Ensure timely ordering of office, refreshment, and janitorial supplies.
  • Oversee marketing materials storage and distribution in collaboration with the Marketing Department.
  • Maintain office filing systems and company vehicle fleet records.
• Marketing and Sales Support (Priority 3):
  • Greet prospects and respond to incoming calls and emails.
  • Update prospect-lead-client information in the Project Management System.
  • Manage project photos and client gifts.
  • Monitor customer satisfaction surveys and sales statistics.
• Development and Construction Support (Priority 4):
  • Maintain client and trade contact information, contracts, and project documentation.
  • Assist in producing project closeout packages and provide clerical support to field operations.
• IT Support (Priority 5):
  • Coordinate with the outsourced IT service provider.
  • Oversee company hardware, software, email, cellular, and internet services.
  • Maintain electronic records and manage IT policies in coordination with the Controller.
• Insurance and Compliance Support (Priority 6):
  • Review, procure, and maintain insurance policies.
  • Ensure employee training on insurance-related topics and compliance with safety programs.
• Human Resources Support (Priority 7):
  • Assist with employee documentation, onboarding, and policy training.
  • Manage personnel records, payroll coordination, and employee benefits administration.
  • Monitor and manage company training programs and compliance with federal and state employment laws.
• Other Compliance Tasks (Priority 8):
  • Manage leasing and rental agreements (e.g., real estate, fleet, and equipment).

Authority:

• Ensure compliance with company procedures and escalate non-compliance.
• Make purchases under $500 within the budget, escalate larger expenditures.
• Prioritize and manage daily tasks to meet organizational goals, deadlines, and standards.

Skills, Education, and Experience:

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office and basic hardware/software management.
• High School diploma required; 2 years of college study preferred.
• Minimum of 2 years of clerical experience in a professional setting.
• Valid drivers license and ability to lift 25 pounds.
• Background check and drug testing required.

This role is integral to supporting the day-to-day operations across various departments to ensure the company functions efficiently and effectively.

Information :

• Company : MyStaf
• Position : Shared Services (Admin Assistant)
• Location : Wichita Falls, TX
• Country : US