Administrative Assistant - Kalamazoo, United States - Aldevra

Aldevra Kalamazoo, United States

2 weeks ago

Description

Job Description

Job DescriptionDescription:

Position Title: Administrative Assistant

Reports to: Operations Manager

Location: Muskegon, MI

Employment Status: Full-Time

FLSA Status: Non-Exempt

Schedule: Monday-Friday, 8:00am-5:00pm, not to exceed 40 hours per week.

Position Summary: The Administrative Assistant is responsible for providing administrative tasks for the Great Lakes Environmental Research Laboratory (GLERL). We will provide training, but the ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality).

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

Travel:
Prepares travel arrangements and authorizations in accordance with regulations and organizational guidance.
Prepares and routes travel vouchers ensuring proper documentation and proper timelines are met.
General Services Administration (GSA) Vehicles:
Schedules and coordinates GSA vehicle operations for laboratory staff.
Maintains tracking information on GSA vehicles to include mileage, usage logs, and training requirements for staff operations.
General Administrative Duties:
Process mail utilizing agency meter mailing equipment and UPS/FEDEX automated systems, as well as signing for received mail to include forklift backup support.
Answer the main phone line and directs calls as required.
Coordinates and participates in event hosting and functions for the laboratory, greeting visitors and vetting them for valid credentials and citizenship requirements, to include foreign national visitors.
Greets all other visitors to the facility and ensures security requirements are met.
Prepares and maintains rosters of various types in regards to new and departing staff, ensuring rosters and information is up to date.
Maintains office supplies for lab staff, coordinating restocking and reordering with the government representative.
Supports all staff in general administrative duties and inquiries such as, but not limited to, making copies, records management, processes and procedures, and general administrative issues.
Other miscellaneous administrative duties related to vessel support, facility management, procurement and property as deemed appropriate by government point of contact.

About Us

Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling foodservice equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top foodservice equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base. Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it's equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.

Recent accolades include:

Foodservice Equipment Reports 2024 Top Dealer
VETS Indexes 5-Star Employer for 2024 Employer Awards
Foodservice Equipment & Supplies magazine 2024 Distribution Giants list
Great Expectations Award for Outstanding Growth in 2023
Strata GPO Top 10 Dealer
RATIONAL 2024 Premium Partner Award
Great Place to Work
2024 Military Friendly Employer Gold designation
2023 HIRE Vets Medallion Award
ENERGY STAR Partner
Department of Defense Military Spouse Employment Partnership Small Business Partner
Army Partnership for Your Success (PaYS) Partner #911

Learn more about us at

Requirements:

Security Requirements:

Must be able to obtain government badge.

This position requires passing an extensive background check.

Qualifications:

High school diploma or equivalent required.
At least 3 years proven administrative experience required.
Must be customer services oriented and present self as a professional at all times.
Knowledge of Google Suite products, to include email, drive, calendars, and documents is strongly desired.
Knowledge of Microsoft Office applications (MS Word, Excel, and PowerPoint) is required.
Knowledge of Adobe Creative Suite products is desired.
Must be adaptive to Government automated systems and processes.
Must have a valid state driver's license.
Must be able to read, write and speak proficiently in the English language.
Team-oriented work ethic.
Ability to work independently with little to no daily supervision.
Excellent attention to detail.
Ability to meet specified deadlines.
Proven ability to multi-task.
Proven ability to operate basic office equipment.
Effective communication and interpersonal skills.
Ability to work Monday - Friday 8:00 am - 5:00 pm.
Excellent verbal communication skills and telephone manner
Excellent and accurate written communication.
Excellent and accurate data entry.
Able to multi-task efficiently and accurately, focusing on quality.
Must be ethical, perform work in a safe manner, work within environmental compliance and IT Security.

Veterans and Military Spouses are encouraged to apply.

We offer you a generous benefits package including:

Medical, Dental and Vision
Short Term and Long-Term Disability
Life Insurance
Paid Time Off
Employee 401(k) with company match
Professional Team Environment

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law.

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