Office Administrative Assistant - Urgent

Position Title:              Office Administrator

Position Type:            Exempt, Salaried

Based At:                      MVI Corporate Office

Pay Rate:                     $60,000-$70,000 annually, commensurate with experience

Hours:                         8:30am-4:30pm Monday-Friday

Company benefits:

Health Insurance • Health Spending Account • Life Insurance • 401K Match Program. • Paid Vacation & Holidays

Office Location: Conveniently located in Cool Springs at the intersection of Moore's Lane and Mallory Lane, 1668 Mallory Lane, Brentwood, TN 37027

Description:

The office administrator will assist all departments with administrative and technical needs and provide accurate and timely information to management, clients, and employees. Responsible for handling day-to-day tasks associated with administrative operational issues including systems providing support to users. The successful candidate will efficiently support the growing needs of the business while maintaining confidentiality and protecting proprietary information.

Minimum Qualifications:

·       High School Diploma or Associate’s Degree

·       Minimum 2 years of verifiable office administration experience in a Corporate Office setting with 75 or more employees

·       Experience with onboarding employees in a HR software system, UKG experience a plus

·       Strong technological aptitude with excellent knowledge of Microsoft Office-including Microsoft Teams and Excel proficiency

·       Proficient on Mac computers

·       Ability to learn and master new systems and in time teach and assist other employees with system needs

·       Exceptional organizational, planning, & follow up skills with attention to detail

·       Ability to handle multiple projects at one time

·       Ability to analyze data, problem-solve, and make recommendations

·       Hands-on experience with office equipment such as printers, computers, etc.

·       Professional demeanor

·       Ability to work in an office both independently and with a team

·       Ability to handle multiple projects at one time with detail and accuracy

·       Valid driver’s license

·       Applicant must live within 25-mile radius of the office

 Essential Office Functions:

General office functions, to include but not limited to:

·       Answering phones, handling all incoming and outgoing correspondence (email, mail, FedEx, UPS, ground transport, etc.)

·       Liaison for Workers Comp, Auto and Liability Insurance

·       Liaison for Health Insurance Provider

·       Assist with onboarding new employees including setting up phones, credit cards, fleet information, training, schedules, rental cars,            uniforms, etc.

·       Responsible for tracking, follow up and distribution of Monthly Reports

·       Filing (manually and/or electronically)

·       Assist field team with issues that arise such as credit cards, Wex cards, tags, tolls, expense reporting, traffic violations, etc.

·       Assist with monitoring office supply inventory and ordering supplies to maintain inventory

·       Run errands as needed (mileage will be reimbursed)

·       Carrying out ad-hoc daily and weekly tasks as assigned by staff to support departmental operations and objectives

·       Inform managers of upcoming employee milestones and birthdays

·       Plan in-house and off-site meetings, conferences, dinners, etc. and order meals

·       Responsible for handling vendors to maintain building including but not limited to landscaping, plumbing, janitorial, security, life                safety equipment, painting, heat and air, electrical, AV equipment, etc.

Essential Technological Functions: General technological functions include but are not limited to:

·       Assist staff, as needed, implementing new software and applications

·       Maintain procedures and reports that provide technical support to the entire organization

·       Effectively escalate unresolved issues to the appropriate vendors and follow up with users

·       Communicate regular changes/upgrades of systems to all team members

·       Responsible for ordering devices for locations (tablets, laptops, mobile phones)

·       Responsible for analyzing and evaluating company technology on an ongoing basis

·       Ability to transfer, upload, export, and update data from software systems to spreadsheets (employee will be trained on systems)

This description does not list all the duties of the position. You may be asked by managers to perform other duties as is necessary to meet client request. You will be evaluated in part based upon your performance of the tasks listed in this position description. MVI reserves the right to revise or change this position description at any time based on the needs of the business.