Job Title: Admin Assoc Senior
Location: Mayfield Village 44143
Duration: 6 Months (Contract to Hire)
Schedule: 8:30AM - 5:30PM, M-F
 
Position Summary:
The Administrative Assistant Sr is a senior level position responsible for providing administrative support to an individual and/or group or department.
May assist other Admins, and may oversee work assignments and monitor workloads for lower level Admins.

Top must-have skills / Candidate Requirements:

• Coupa
• MS Excel-  Intermediate - VLOOKUP's, Pivot Tables, etc.
• Office MS Teams
• MS Outlook

 
Soft Skills:

• Organized
• Detail oriented
• Accuracy
• Excellent Communication Verbal and Written
• Understands professionalism- CFOS, CEO's - occasionally
• Senior management and executives

 
What will separate an average candidate vs a great candidate on a resume?

• Previous employment with Investment or financial business
• Having worked with COUPA for a few years

 
Degrees or certifications required/Years of overall experience required:

• High School diploma or GED equivalent
• A minimum of 5 years administrative work experience, which should include experience overseeing the work of others.

 
Day to day responsibilities:

• Pay investment bills via Coupa to all entities - approximately 20-30 different ones
• Submit PO into Coupa
• Interaction with AP, Sourcing, and Management for approvals
• Heavy email correspondence with vendors and customers
• Basic admin responsibilities as well like, opening mail and maintaining office
• Resourceful when answering questions for others (example: finding reporting and information when answering questions for others)
• This is an investment group, so they made need assistance and support for processes such as, transaction statements, purchase and sales

 
Who is this worker's main interaction going to be with?

• The Manager, who works in the office, an admin associate, other management team members, accountants, systems people, operations; they'll be communicating with different people each day

 
Will the contractor be working independently or will they be collaborating with team members and/or a manager to complete tasks?

• Coupa Based day-to-day grind will be independent work while the other work will be a collaboration of some sort

 
How will performance be measured:

• Successfully paying the bills, meeting due dates, prioritizing the work, timely, and accurately

 
Interview Process:

• 1 round of video interview (If the manager is torn between two candidates, there

 
Essential Duties & Responsibilities:

• Maintains calendars and schedules including scheduling meetings/events, reserving locations, equipment, and food. Responsibilities may include assembling materials and taking meeting minutes.- Handles travel arrangements, assists with the use of the travel website, assists with corporate credit cards issues and travel reimbursements.
• Processes various business related reimbursements via XMS.
• Places orders via the Progressive Shopping Center- Handles special department orders.
• Makes copies, answers phones, types correspondences, and sends faxes
• Coordinates department events and activities, Responsibilities may also include assisting with the monitoring of expenditures and budgets, and processing invoices.
• Coordinates cleaning and maintenance needs with the Facilities department.
• May be responsible for maintaining the Support Station for the floor, including maintaining supplies, sorting and distributing mail delivered to the Support Station, calling for maintenance regarding equipment issues, and monitoring recycling bins.
• May coordinate projects with copy centers or the Graphics Department.
• May assist other Admins
• May oversee work assignments/ monitor workloads for lower level Admins, which could include coordinating coverage during vacations, overseeing/coordinating daily and special assignments
• May maintain department equipment (i.e., video conference equipment, PC viewers), which includes tracking usage, maintaining a schedule, and ensuring equipment is returned
• May run and/or create queries to develop and distribute various types of reports and/or charts.
• May develop and/or maintain various spreadsheets, charts and lists.
• May develop presentations on an as needed basis.
• The following duties may only apply if you work in a specific business area:Assists with Team Play maintenance and report generation.
• Assists with the monitoring/ maintenance of various databases and department websites,
• Works with others to coordinate special activities/events.
• May coordinate technical department issues with the Help Desk.
• May assists with the New Hire and/or Contractor On-Boarding process, which includes ordering IDs, ordering computers and accessories, answering questions, and preparing welcome letters.
• May function as the point person for Contractors, which includes processing various types of access, assisting with timecard reporting, maintaining files, notifying managers of hours being reported, and tracking contract provisions.
• May assist with move coordination activities, which include updating floor charts and isle markers, meeting with Real Estate to conduct walk-through, maintaining communications with the appropriate parties
• Performs activities specific to supporting assigned attorneys, such as setting up files, closing files and entering billable time.
• Evening/night hours may be required- Extra hours may be required during business peaks or to meet seasonal deadlines
• Demonstrates the ability to work assigned schedule subject to exceptions under Progressive's flexible schedule policies and practices.

Knowledge, skills/Abilities:

• The ability to operate a PC with a strong working knowledge of associated software, including Microsoft Office and Lotus Notes.
• Excellent interpersonal and communication skills with the ability to interact effectively with others.
• The ability to multi-task and effectively prioritize work assignments while working independently.

 
Physical Requirements/Working Conditions:

• Typical office environment requiring the use of typical office equipment (e.g., computers, phones, etc.). Computer keyboarding, computer monitor and mouse use including reaching forward, grasping, finger and wrist manipulation, and neck bending and turning; near vision is necessary for computer monitor use. If working in an Emerging Workspace, or similar working arrangement, lifting of laptop equipment, files and/or personal belongings weighing 10 lbs. or less is required.
• May require long periods of sitting.
• Typical office hours, but additional hours may be required to complete assigned tasks.
• May require prolonged repetitive use of the upper extremities.
• May require lifting < than 25-30 lbs.

 
  
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 22.66/hr.