Job Description

The Administrative Support Specialist A performs administrative tasks for the job site such as drafting various correspondence, answering phone calls, receiving messages/packages, and other various administrative support tasks to ensure smooth operation of the site. Additionally, the Administrative Support Specialist helps with computerized record management and with creating documents, reports, charts, graphs, and presentations. In addition, this position requires experience in processing payroll, hiring and terminating employees, invoicing, and setting up interviews for potential new employees as well as knowledge of HR procedures (FMLA, ADA, etc.) and group benefits.

Responsibilities

• Recruits and onboards exempt and non-exempt positions, which includes creating and modifying job descriptions, making job postings, reviewing applications, scheduling interviews and drug screens, submitting applicant information for background screens, and processing I-9 forms and E-verify
• Maintains Human Resource Information System records and compiles reports from database
• Responds to employee questions with appropriate resolution
• Compiles weekly time and payroll data and reviews for completeness and accuracy before downloading and transmitting to accounting for processing
• Assists the Site Manager and Supervisors by performing various administrative tasks in support of a positive work environment
• Compiles daily, monthly, and weekly reports and invoice(s)
• Enters accounts payable transactions
• Coordinates office or department calendars and schedules as appropriate and coordinates and schedules staff and management activities for the site
• Conducts orientation for employees, visitors, and guests and directs them to the appropriate individual or department
• Coordinates and assists with internal site communications, such as phone calls, messages, e-mails, meetings, etc.
• Manages inventory and procures office or department supplies while remaining within budget
• Provides administrative support for the site to ensure smooth operation suchas typing, filing, copying, data entry, and record keeping
• Responds to all correspondence (email, fax, telephone) in a timely and customer-friendly manner
• Ensures all safety procedures, practices, and regulations are followed before, during, and after the process to foster a positive safety culture by having a safety-first mindset and approach during execution of activities
• Performs other duties and special projects as assigned

Qualifications

• High school diploma or GED required; some post high school education or training preferred with five years of experience in an administrative role
• Highly professional and dependable with a helpful and friendly demeanor
• Strong scheduling and organizational skills; experience with travel logistics a plus
• Excellent attention to detail, accuracy, and sense of urgency with the ability to prioritize with an emphasis on quality of work with minimal supervision
• Ability to perform repetitive tasks with focus on quantity and quality with the ability to multi-task in a fast-paced environment
• Demonstrates a high level of customer service and strong communication and interpersonal skills (both listening and speaking)
• Ability to rely on instructions and pre-established guidelines to perform the functions of the job
• Professional writing skills to compose memos, letters, and other business correspondence observing all rules of grammar, spelling, and punctuation
• Strong computer and internet skills, including Microsoft Office suite
• Experience demonstrating successful support of a positive safety culture
• Ability to perform the essential functions of the job with or without accommodation(s)
• Two to five years of experience in an administrative role in support of a maintenance team preferred
• Knowledge of maintenance workflow and coordination to include dispatching (telephone, radio) preferred
• Familiarity with SAP, Sage 300, Paycom, or other similar platforms or similar system as it relates to plant maintenance preferred
• Contractor and vendor coordination experience preferred

Company Description

We are a customer-focused, integrated maintenance company operating projects throughout the Southeast and Mid-Atlantic states. If you are seeking employment with a dedicated industry leader, and committed to safely improving and perfecting our industry, you may be a candidate for GreenWood. We look for skilled, experienced, and qualified professionals in maintenance, construction and plant services. GreenWood offers unique opportunities in professional development and growth featuring an outstanding benefits plan and training program.

If you feel your values align with the culture at GreenWood, Inc., and you can provide a long-standing track record of safety, skills, dependability, and accountability, we invite you to peruse our Job Postings to determine if there is an opportunity that interests you. Applicants must be willing to abide by our Zero Incident philosophy in order to work at GreenWood, Inc.

Benefits

• 401(k) Retirement Savings Plan with Company Match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Paid Holidays
• Paid Vacation Time
• Life Insurance
• Disability Insurance
• Prescription Insurance
• Flexible Spending Accounts
• Safety Training
• Continuous Learning Environment