Site Administrator, Marathon Equipment v679
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Vernon, AL 35592
Operating Company: Environmental Solutions Group – Marathon Equipment
Location: Vernon, AL
Reports To: Talent Development Coordinator
This position performs a full range of administrative duties including but not limited to confidential data entry into multiple HRISs, correspondence, security management, organizing and catering of meetings, greeting visitors, and organization of electronic files. Responsible for preparing high-level communications, developing and preparing complex reports, presentations, and meeting notes. This position will also assist with special projects, tasks, or duties as assigned. This individual interacts and contributes effectively with others in a team atmosphere and has the ability to organize and manage simultaneous projects with strong follow-up skills and attention to detail while maintaining confidentiality and exhibiting sound judgment.
ESSENTIAL JOB FUNCTIONS INCLUDE:
Maintains strict confidentiality of all human resources data including but not limited to pay, personal information, drug testing results, and background checks.
Receives incoming calls, transfers to appropriate extension or provides requested information.
Manages guest entry/exit by following procedures, monitoring logbook, and issuing visitor badges.
Maintains building access/badges for all new and existing employees
Job applicant and new hire coordination as well as collecting, transmitting, and updating new hire data or paperwork for regular and temporary team members.
Maintains CAPEX approval log and status.
Develops and maintains basic administrator knowledge of phone system and makes changes as required. Maintains mailboxes and extensions as needed.
Receives and sorts mail and prepares daily outgoing mail.
Ability to interact courteously and professionally with all employees and guests.
Manages projects as assigned with little oversight.
Assists a variety of departments and visitors with hotel reservations, clerical duties, travel arrangements, lunches, etc. when needed.
Requests payroll adjustments when necessary and submits documents (i.e., garnishments) to payroll
Maintains personnel files.
Sorts, stuffs, and mails various materials, as necessary.
Collects, transmits, and updates new hire data or paperwork for regular and temporary team members.
Arranges travel for team members that do not have p-cards or travel accounts.
Approves invoices for UPS, Fed-Ex, office lease, supplies, etc.
Coordinates and manages reservations and logistics of conference/meeting rooms.
Assists with employee activities and events; may include occasional evenings and weekends.
Manages the attendance/communications hotline and distributes the messages to the site managers.
Participates in HR Helpline rotation for multiple Dover companies.
Partners with the functional Human Resources team members to support specific initiatives (wellness, newsletter distribution, posting announcements, etc.).
Partners with clinic and site HR Business Partners to ensure proper coding of FMLA for applicable team members.
Manages the office supply inventory and places orders for items per the schedule.
Trains other facility administrators as necessary.
Participates in continuous improvement efforts, creating and documenting efficient processes and procedures.
Attendance at work, including presence at work during regular working hours, or other schedule as assigned by the department manager, is essential. Acceptance of overtime assignments may be required in order to meet goals and objectives.
Performs other related duties as required and assigned.
Bachelor’s Degree is preferred.
High School diploma is required.
3 to 5 years’ experience required.
Due to extensive access to confidential data, this individual must not be related to anyone in the Fort Payne facility.
Experience using HRIS databases such as ADP and SAP is required.
Ability to score above 70% on computer skills in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) on an Intermediate Level Microsoft Office exam is required.
Ability to speak multiple languages preferred.
Excellent oral and written communications skills, including a clear and courteous speaking voice.
Ability to handle multiple incoming calls in a calm, courteous, and efficient manner.
Basic business and clerical skills is required.
Ability to maintain complete confidentiality regarding incoming calls and other information received in the course of business.
Experience in a rapidly growing and changing environment is important.
Strong interpersonal skills with the ability to establish and maintain effective working relationships with individuals at all levels within the organization.
Strong organizational skills with great attention to detail.
Ability to quickly adapt in a fast-paced, high-energy environment.
Ability to multi-task.
Builds and Manages Collaborative Relationships
Winning the Right Way
KNOWLEDGE, SKILLS, AND ABILITIES:
Ethics and Work Standards: Maintain the highest ethical and work standards, while promoting the same attributes in co-workers and others. Ensure that all business activities – with both internal and external customers – to be performed with a professional demeanor and that all participants be held accountable to this high standard.
Communication: Expresses thoughts clearly, both orally and in writing, using proper grammar. Presents concise, well organized reports in Microsoft Word, PowerPoint and Excel. Listens to understand input, feedback and concerns. Provides complete information in an open, honest and straightforward manner. Responds promptly and positively to questions and requests.
Teamwork and Relationships: Works with other employees willingly and in a spirit of cooperation and teamwork. Supports cooperation. Demonstrates a commitment to the entire business and is supportive of all initiatives (company and departmental) to help grow Environmental Solutions Group business in the United States and abroad. Cooperates fully with others to achieve organizational goals. Is tactful, courteous, and considerate. Embraces a positive outlook. Is respected and trusted by others.
Continual Improvement and Problem Resolution: Identifies and communicates suggestions for work improvements. Uses technical and analytical abilities to assure existing work practices are the most efficient and cost effective possible. Performs root-cause analysis and implements viable, permanent solutions to problems. Works with both internal and external customers to develop solutions which meet company-wide needs and objectives. Applies a sense of urgency to resolve problems or creates opportunities that will increase productivity and create value. Shares best practices with other employees across the business.
Accountability: Accepts responsibility and accessibility for both the strategic planning and the successful implementation of all projects, programs, and duties as outlined in this job description. Advises supervisor of concerns, problems and progress of work in a timely manner.
Physical: While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; use hands to handle, or feel; and climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, genetic information, or any other factors prohibited by law.