Administrative Coordinator

Description

We support democracy.

Our vision at Election Systems & Software (ES&S) is simple and unwavering — we provide products and services of exceptional quality and value to maintain voter confidence and enhance the voting experience. We accomplish this through continuous investments in research and development, resulting in regular product updates and security enhancements for each voting system we design, build, sell and support.

Join the ES&S team where we are crafting the future of voting in the United States!  On our team, you will push boundaries to provide solutions that meet the industry’s ever-evolving needs. Our people apply their innovative perspective to challenges big and small, and ES&S provides the resources to make our employees’ vision a reality.

Summary/Objective: The Administrative Coordinator sets the tone for the experience of employees, visitors, and vendors. The position focuses on the support of the Corporate Administration division as well as other departments located in the Omaha headquarters. Areas of focus include the employee experience, internal and external events/activities, special projects, and administrative operations. This position serves as a face of the company and is expected to be a problem-solving resource. This full-time position is compensated on an hourly basis.

Essential Duties and Responsibilities:

1. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
2. Maintain room scheduling and event calendars. Coordinate conferences, meetings, or special events. Provide administrative support to gatherings, such as preparing materials and coordinating catering for luncheons, training, board, and other meetings.
3. Prepare and manage badges, passes, and identification cards, and perform other security-related duties. Serve as a key communications point during critical situations.
4. Inventory and order materials, supplies, and services. Inspect specified areas to ensure the presence of fire prevention equipment, safety equipment, or first-aid supplies. 
5. Operate office equipment, such as fax machines, postage meters, copiers, or phone systems and arrange for repairs when equipment malfunctions.
6. Ensure company presents a positive brand image in various key office areas.
7. Support the employee experience by producing engaging communications and addressing corporate campus quality-of-life issues. Manage special projects and events, including community events. Assist with employee engagement initiatives.
8. Set up and oversee administrative policies and procedures. Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
9. Provide administrative/clerical support to other departments including special projects and support during peak periods. Open, read, route, and distribute incoming mail or packages. Assist with mailing and shipping.
10. Other duties may be assigned as needed by various Corporate Administration leaders.

Job Requirements

Education: Associate’s Degree in Business Administration, Information Technology, Communications/Digital Media, or Legal Studies required. 2 years’ additional relevant work experience may be substituted for an Associate’s Degree.

Experience:  

• 3+ years’ experience in administrative, clerical, and/or executive support required.

Competencies:

• Intermediate to advanced skills in Microsoft 365 – focus on Outlook, Teams, PowerPoint, and Excel.
• Intermediate skill/comfort level with utilizing modern operating systems, web-based software platforms, and mobile apps.
• Intermediate to advanced written and verbal communication skills.
• Intermediate to advanced organizational skills with a focus on details.
• Positive attitude, even during stressful situations.
• Ability to utilize good problem-solving skills with creativity and minimal supervision.
• Drive to identify and act upon opportunities for improvement.
• Reliable in attendance and executing job duties in required timeframes.

Licenses/Certifications Required: N/A

Supervisory Responsibilities: This position has no supervisory responsibilities.

Work Environment: This in-person job operates in a professional office environment which routinely uses standard office equipment such as computers, cellphones, and copiers. This position typically works between the hours of 8:00am to 5:00pm, Monday through Friday, but occasional schedule deviations may occur.

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. The employee may be required to frequently lift and carry up to 10 lbs. and occasionally lift and carry up to 25 lbs. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Travel: Approximately <5% travel is expected.

EEO Statement: Election Systems & Software, LLC is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. Election Systems & Software, LLC's management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.