Administrative Assistant

Welocalize Portland , OR 97228

Posted 2 weeks ago

If you have a Candidate Login already, but have forgotten your password please use the steps to reset your password. If you have forgotten your email login, please contact servicedesk@welocalize.com subject Workday Candidate Login

When creating your Workday account and entering personal information like name, address, please do not use ALL CAPS.

Thank you!

NOTICE: For EMEA Jobs, please review the Privacy Policy here

Job Responsibilities:

The Administrative Assistant's primary purpose is to effectively assist the office through greeting and assisting all on-site visitors, handling all in-coming phone calls, efficiently managing supply inventory, facilities, and vendors, planning internal events and meetings, assisting with HR duties, and other office related projects/duties.

MAIN DUTIES

The major areas of focus for this role are as follows:

  • Greeting all office visitors courteously, determining their needs and directing them to the proper person.

  • Keeping reception area neat and organized.

  • Operating telephone system in a professional manner to relay incoming calls.

  • Stocking the break rooms and keeping the break rooms neat and organized.

  • Ordering all supplies, including kitchen, office and shipping supplies, copy machine/office machine supplies, ensuring all items are properly delivered per packing slip review and putting all such supplies away in a neat and organized fashion. Also, supply ordering for corresponding business region.

  • Office equipment maintenance and office vendor management.

  • Receiving, sorting, and posting all incoming and outgoing mail and shipping.

  • Building management interfacing and overseeing facilities.

  • Making any necessary travel arrangements and assisting with passport and travel visa needs, as requested.

  • Access system/card management, if applicable.

  • Parking management, if applicable.

  • Expense report processing for senior leadership/executives, if applicable.

  • Planning and execution of office events and meetings in business region, including yearly summer event and holiday party.

  • Manage onsite onboarding for new hires, coordinating with IT and ensuring desk setup, and distributing new hire gifts.

  • Reviewing I-9s in Workday and Collecting IDs.

  • Assist with Workday onboarding tasks.

  • Managing specific requests from management in corresponding business region.

Additional Job Details:

REQUIREMENTS

Key Qualifications

  • Associate degree (A.A.) or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience.

Preferred Qualifications:

  • Technical proficiency in Microsoft Office/365, including Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, and Teams. Ability to learn new programs quickly.

  • Proven ability to work within a team-oriented environment with effective communication with all members of team internally and externally to assure work flow is effective and efficient.

  • Capacity to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

  • Capability to work in a fast-paced environment and to adapt to frequent change.

  • Proven ability to work creatively and analytically in a problem-solving environment.

  • Must maintain high level of confidentiality and professionalism.

  • Have a positive, approachable, and customer service focused attitude.

  • Be a motivated self-starter with strong multi-tasking abilities.

Supervisory Responsibilities:

  • None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. Employee will need to be able to lift 20lbs with frequent lifting and/or carrying of objects waiting up to 10lbs.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Due to the nature of this position, dependability and excellent attendance are required. Remote working does not fit the responsibilities of this role except in extreme weather conditions.


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Assistant

Genuine Parts Company

Posted 3 days ago

VIEW JOBS 4/16/2019 12:00:00 AM 2019-07-15T00:00 Job Description Motion Industries is looking for an intelligent, energetic, self-motivated individual who wants to learn the fundamentals of the industrial distribution business. At Motion Industries, our Administrative Assistants are long tenured employees who enjoy and value opportunities to support the branches, departments, and locations they serve. Motion Industries offers an excellent benefits package that includes options for healthcare coverage, 401(k), tuition reimbursement, vacation, sick, and holiday pay. Responsibilities * Administrative/Receptionist responsibilities including: greeting and directing visitors, telephone and email, conference room scheduling, time keeping, expense control, filing, and purchasing office and break room supplies * Vendor rebates including: submitting customers for approval, processing credits, communicating with vendor on issues and discrepancies, verification and set-up of new rebate items * Point of sale, inventory and usage reports * Invoicing, transfers and payables including: expense invoice matching and approvals, processing of branch transfer billings and reporting * Marketing research and presentation projects as required by Product Management * Qualifications * Excellent interpersonal skills required * Advanced knowledge in MS Office products, e.g., Outlook, Word, Excel, Access and PowerPoint * Skilled in producing sales reports in Excel for vendors, branches and management * Experienced in organizing materials for presentations including booklets and electronic data * Good working knowledge of company operating system (costing, coding and inter-branch transfer billing) preferred * Ability to set priorities and organize project work * Service oriented and team player a must. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. Genuine Parts Company Portland OR

Administrative Assistant

Welocalize