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Office Administrator - Memphis, United States - Distribution Industry
Description
Job Description
Job DescriptionThe Office Administrator plays a crucial role in supporting the HR Department, assuming responsibilities beyond general administrative tasks. As a key contributor, this position acts as the primary backup for the front desk receptionist, managing confidential and time-sensitive materials with the utmost discretion. In addition to providing strong organizational and Microsoft Office skills, this role places a significant emphasis on timekeeping administration and auditing.
DUTIES AND RESPONSIBILITIES:
• Manage various administrative tasks to support human resources departmental goals and procedures for all company employees.
• Offer administrative support in recruitment activities, including working with HRM & talent acquisition team in scheduling interviews and coordinating necessary assessment processes.
• Administer pre-employment tests, including background checks, drug screenings, and reference checks.
• File OSHA and EEO-1 reports annually and maintain records, reports, and logs related to applicant flow procedures. This includes leading administration related to workers' compensation claims, etc. as needed.
• Conduct filing and sorting activities as needed.
• Assist HR Management by supporting the facilitation of organizational training and development efforts. Provide support to staff with necessary ad hoc projects and report writing.
• Participate in administrative staff meetings and prepare detailed minutes for distribution to team members on a weekly basis.
• Facilitate and update Emergency Action Plans.
• Manage vendor correspondence and handle orders for departmental needs; this includes but is not limited to catering for events, ordering flowers for funerals, etc.
• Administer electronic filing systems and web-based document management; this includes scanning and maintaining employee documents and records
• Perform administrative tasks supporting the performance review process, employee communication portals, and safety procedures.
• Provide administrative support to HRM during new hire orientation.
• Assist in maintaining company organization charts and employee directories.
• Conduct wage analysis reports as needed. Maintain office supply inventory as needed for HR dept and coordinate needs with receptionist.
• Act as a backup as needed for other HR team, assist employees as needed with general inquiries.
• Create memorandum and/or flyers and communication for DEIB and other related HR initiatives on a monthly basis.
• Maintain HR calendar of employee engagement events and take the lead on coordination of activities and actions needed.
• Preparing meeting rooms as needed for interviews and important meetings.
• Act as the necessary backup for the front desk receptionist.
• Adhere to the confidentiality requirements of the HR Department.
ADDITIONAL RESPONSIBILITIES:
• Assist with auditing hourly timecards, including heavy timekeeping administration involving edits, adjustments, etc.
• Create new hire profiles in timekeeping systems.
• Run needed reports for labor hours.
• Conduct daily audits to ensure accuracy of timecards, collaborating with management and supervisors on approving and reviewing needed adjustments.
• Provide assistance with managing PTO requests and approvals to ensure accuracy for the payroll administrator to process.
EDUCATION AND EXPERIENCE:
• College degree or equivalent experience.
• 3-4 years of office administrative experience, with a focus on handling highly confidential information; preferably in a professional corporate environment.
• Intermediate Microsoft office skills, particularly Excel and PowerPoint skills, with the ability to create formulas, use VLOOKUP, and pivot tables required.
• Experience with creating reports and/or organizational chart updates preferred.
• Experience in maintaining confidential files or information is required.
• Strong organizational skills are essential.
• Excellent verbal and written communication skills.
2 years' experience in working in timekeeping systems.
Company DescriptionOur company is a distributor of equipment nationally and internationally. We operate in the United States and in some foreign countries.
