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Job

Corporate Services Administrator

  • Job ref:

    10090

  • Location:

    Shelton, United States

  • Sector:

    Administrative

  • Contact:

    Jackie Fedor

  • Published:

    4 months ago

  • Consultant:

    #

Summary:

Position is required to perform essential daily corporate services’ tasks in an accurate and efficient manner.  This position is responsible for tracking and processing incoming and outgoing mail; ordering and maintaining office supplies; photocopying and scanning; reconciling corporate credit card statements; maintaining vehicle fleet operations and information; processing visitors; administering the access control system, emergency communications systems, and vendor contracts; and performing as a runner for emergency situations and facilities team leader during business interruption situations.

  • Issue access control badges for employees, contractors and visitors; review daily reports; inspecting camera operations; conducting monthly alarm tests; and assisting with processing visitors.  Coordinate system upgrades and enhancements with vendor and I.T. department.  Assist with the planning and implementation of additional equipment installations as needed.
  • Maintain office facilities and supplies
  • Administer contracts for facility and equipment maintenance; schedule and supervise annual safety briefings for contractors performing work on our property and preventive maintenance on the furnishings and equipment.
  • Administer fleet management program including submitting monthly reports (IFTA, HUT, etc.) for all Commercial Motor Vehicles; maintaining appropriate permits (CT Amber Light, NY Restricted Vehicle, CT Merritt Parkway); processing pool vehicle reservations; processing registration renewals which may require driving to CT DMV, dealers, or City Hall to resolve discrepancies.
  • Process incoming and outgoing USPS and FedEx mail and packages.
  • Scan and process invoices and other records and information including reconciling AmEx Corporate Purchasing Card and Business Travel Account monthly statements.
  • Track, order, receive, store office supplies including paper and toner, equipment, furniture and refreshments.  Solicit competitive bids to achieve best value for Company per Company policies and procedures. 
  • Provide annual budget and quarterly forecasts for office supplies, refreshments, equipment leases and maintenance and verify monthly reports using Prophix.
  • Prepare, practice and respond to Company emergencies including supporting the Manager, Public Relations during an EOP event; performing Facilities Team Leader responsibilities during an event
  • Conduct new hire orientations and process employee terminations.
  • Scan, photocopy, bind, and laminate documents for employees.

 

Knowledge:

 

Computer usage and typing proficiency

 

Copiers, scanners, visitor badge printing system and binding equipment

 

Fed Ex processing, Pitney Bowes Mailing system

 

Microsoft Word; Excel; Outlook email and calendar; FileMaker Pro; Browsers

 

Effective communication skills (verbal and listening), organizational skills; basic office procedures

 

Basic accounting/bookkeeping

 

Filing procedures

 

Experience:

 

2+ years’ experience working in an office setting

 

Excellent written, verbal, listening and interpersonal communication skills

 

Proven ability to multi-task, prioritize projects and work well under pressure

 

Strong attention to detail and critical thinking skill

 

Customer-oriented approach with a consistent track record of reliability, sound judgment and delivering exceptional customer service

 

Able to efficiently complete routine and complex administrative tasks within a timely manner, including within deadlines with minimal supervision

 

Safe driving record