Administrative Coordinator

Description

SUMMARY: Performs a variety of administrative duties to support local and corporate leadership. Solid communication, interpersonal and clerical skills are required. Independent judgment required for work assignments that are often sensitive and “confidential” in nature.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Greet visitors & customers in a courteous manner, assist with their needs, and direct individuals to appropriate team member when information is requested.
• Administrative support for Rolla Area Sales Manager, Operations Manager, and corporate Human Resources.
• Provide any other administrative support to local management as requested.
• Answer incoming phone calls, handle or redirect as appropriate. Manage incoming/outgoing phone and e-mail communications. Excellent phone etiquette a must.
• Prepare daily money & deposits for Armored Service to pick up.
• Post into eoStar daily Full Services monies.
• Work with Accounting office monthly to confirm and ensure all deposits are posted into eoStar within 3 business days following the last Friday of every month.
• Maintain Vending money (kept for filling new machines or replenishing coins) and submit requests for replenishment.
• Correspond with Route Managers regarding customer calls for vending fills.
• Connect customer who needs service to Customer Service at corporate office.
• Process daily route settlement for all routes.
• Open and process mail daily, process invoices and send to corporate office for payment, including filling out and providing PO’s.
• Work with Warehouse staff in Rolla and Financial Analyst at corporate office to reconcile Finished Goods inventory on a daily basis.
• Monthly count inventory of pallets, cups and propane and send to corporate Accounting Office.
• Verify and compare Wal-Mart DSD’s to the invoices.
• Record all weekly employee case purchases.
• Provide employment applications to walk-ins and applicants.
• Correspond with corporate Human Resources on all completed applications.
• Responsible for reviewing all Pre-Employment Paperwork for accuracy prior to interview.
• Responsible for all new hire pieces during on-boarding including processing all onboarding new hire paperwork, working and explaining to new hires about each item, take badge photos and send to corporate IT.
• Fit all new hires for uniforms, place order and have new hire sign necessary paperwork.
• For all new DOT hires, responsible for having all new hire DOT paperwork completed and sent to corporate office.
• Scan I-9 and legal identification to corporate Human Resources on 1st of day of employment.
• Complete IRB paperwork and send to corporate HR for all injures and accidents.
• Order and distribute office supplies including making sure adequate supplies of money bags and printer paper is on hand. Correspond with corporate office when money bags or printer paper is needed.
• Schedule DOT Physicals for drivers and send all required missing paperwork to corporate office.
• Process AAFES check request monthly and submit to Accounts Payable.
• Maintain Visitor log and Badges.
• Handle customer OTC (Over the Counter) Orders & Hot Shots.
• Maintain and request Full-Service Coin Fund from corporate office.
• Equipment Move Orders within eoStar and provide paperwork to corporate office.
• Review weekly Unifirst invoices for accuracy of ordering and charges
• Verify and compare Wal-Mart DSD’s to invoices and enter into the Wal-Mart Liaison Tool.
• Maintain strict confidentiality on all matters.
• Effectively manage time as a resource.
• Work independently with limited work direction.
• Ensure all job responsibilities are performed in a safe and effective manner.
• Other duties may be assigned or requested.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES: None

COMPETENCIES: Excellent interpersonal and written/verbal communication skills, competent computer skills in use of Word, Excel, and Access with ability to create spreadsheets and databases for analysis and tracking for various information. Demonstrated organizational skills. A professional appearance and manner of communication is essential.

Requirements

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintaining complete confidentiality at all times. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: High School Diploma or equivalent preferred but not required. Two (2) years of general office and administrative experience.
• Language Skills: Ability to read, analyze, and interpret policies, compliance guidelines, financial reports and other legal documents. Ability to respond to common inquiries or complaints from employees or members of the business community. Excellent written and verbal communication skills required with ability to present information to management and/or board of directors.
• Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Must be able to develop and interpret graphs used for presentations and/or reports.
• Reasoning Ability: Ability to solve problems and deal with a variety of variables for situations where only limited standardization exists. Ability to interpret instruction supplied in both written and verbal format. Independent judgment is required to plan, prioritize and organize a diversified workload.

Computer Skills: Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, Access).

Certificates, Licenses, Registrations: None

Other Skills and Abilities: None

Other Qualifications: None

TRAVEL REQUIRED: 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 position. 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 occasionally required to stand; walk; sit; use hands; climb stairs; balance, stoop, kneel, crouch or crawl; talk or hear. Required to sit for extended periods of time. Typical office work environment.

The employee must occasionally lift, push, pull, carry and/or move from 10 to 40 pounds. Specific vision abilities required by the job include close vision.

WORK ENVIRONMENT: Work environment characteristics 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 position, the noise level in the work environment is usually moderate, a typical office environment.