5 Administrative Roles jobs in Gardendale

**Job Description:**
+ This position is responsible for providing administrative support to the client power Delivery Data Analytics Department.
+ This individual helps provide support to the Data Analytics Transmission, Data Analytics Distribution, AMI, and Power Delivery Budgeting.
+ Responsibilities will include completing time for 30 individual, expenses statements, and invoices from external partners.
+ This individual will work regularly with others to build and maintain positive relationships with internal and external clients.
+ Responsibilities for planning, assisting with planning and execution of corporate events and functions, team meetings, and meetings with other internal partners.
+ Required to effectively communicate and coordinate with external resources and individuals, while being a positive host and representative of the organization.
+ Position requires occasional travel throughout the Company footprint, up to 10% of the time.
**Job Duties and Responsibilities:**
+ Complete all expense reports for Analytics, AMI, Budgeting, and Communication teams- including mileage calculations. Target processing of expenses within 30 days. (40% of time required for this task)
+ Tracking receipts and contacting team members to obtain when necessary.
+ Timekeeper for teams mentioned above
+ Process time adjustments when needed.
+ Set up meetings and meals for team members as requested
+ Travel arrangements/reservations for Managers as needed
+ Coordinate logistics for Exhibitor Conferences
+ Register employees and set up hotel accommodations as needed
+ Assist with new employees on-boarding
+ Obtain client Badge and access
+ Order P-card & assist with activation and training
+ Coordinate with finance and budgeting teams on account number questions as needed
+ Order flowers or gifts when needed, (for example, sympathy arrangements, customer gifts)
+ Maintain office supply cabinet and assist with keeping office area stocked and clean
+ Small event coordinator for internal/external collaboration and business development
+ Position is required in the office 3 days/week minimum. Sometimes will be needed more often. Advanced notification will be given. Accommodations for Hybrid work will be available when needed if available.
**Experience Requirements:**
+ A minimum of two (2) years of clerical /administrative, or customer service experience preferred
+ Proficient in Microsoft Outlook, Word, Excel & PowerPoint required
+ Knowledge of Oracle and Maximo preferred
+ Strong communication skills
+ Ability to schedule meetings, coordinate schedule, and plan and prepare for meetings
**Knowledge, Skills & Abilities: Behavioral Attributes:**
+ Ability to embrace and exhibit Our Values (Safety First, Unquestionable Trust, Superior Performance, and Total Commitment)
+ Strong administrative skills including making travel arrangements, preparing, and processing expense statements, invoice processing, check requests, file management, journals, etc.
+ Excellent communication skills, calendar management, scheduling, and logistic coordination
+ Ability to plan meetings/conference calls, prepare agendas, as well as record and transcribe minutes of meetings into actionable tasks
+ Ability to proactively prioritize and multi-task
+ Ability to make decisions and anticipate next steps
+ Ability to build and maintain relationships with the administrative staff of officers and directors
+ Excellent time management and organizational skills
+ Comprehensive knowledge of company operations, policies, and procedures
+ Must be a self-starter and be able to work independently
+ Ability to adjust to changing priorities
**Education Requirements:**
+ Two (2) years or more of vocational, college work or higher education degrees preferred.
**About US Tech Solutions:**
US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit ( .
US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The Administrative Assistant is responsible for handling documentation and correspondence in support of one or more managers.
**Responsibilities:**
+ Create and maintain project information in project management system; create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.
+ Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
+ Coordinate invoice routing and monitor payments to subcontractors and vendors.
+ Enter and maintain client and prospect data in automated system.
+ Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.
+ Answer and direct phone calls or take messages for appropriate parties.
+ Verify insurance certificates and follow up to insure proper coverage is in place.
+ Greet and welcome persons entering the office, determine the nature and purpose of visit, and direct or escort them to specific destinations.
+ Notarize, copy and distribute required documents.
+ Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
+ Prepare plans and specifications for pickup/shipment.
+ Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
+ Contact subcontractors and/or vendors to follow up on signed subcontracts, purchase orders and change orders.
+ Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.
**Requirements:**
+ High School Diploma, GED or equivalent
+ 1-2 years of experience providing administrative support preferably in the A/E/C industry
+ Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
+ Proficient in MS Office, Adobe/Bluebeam; Procore experience preferred
+ General basic knowledge of or ability to learn accounting software and systems.
+ Valid Driver's License required
Physical Demands and Working Environment:
_The conditions herein 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 job functions._
Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
EOE - Vets/Disabilities
_HPM does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of HPM without a prior written search agreement will be considered unsolicited and the property of HPM._

Description
The Administrative Assistant will support the General Manager and fulfillment center Operations team. The successful candidate will be highly organized, extremely detail oriented, self-motivated, able to handle confidential information, as well as a demonstrated ability to respond effectively to changing workloads and priorities. Must have the ability to communicate well and to manage multiple assignments and people simultaneously. Other responsibilities will include:
Responsibilities Include:
- Manage and complete expense reports for General Manager, Senior Leader(s) if applicable, and yourself as needed.
- Maintaining schedules, planning events, coordinating meetings, and conferences for the Fulfillment Center Staff
- Own and manage conference room coordination and room calendar management
- Conduct clerical duties, including filing, full office management, responding to emails, preparing documents and presentations using graphics, graphs, and internal information and platforms
- Typing meeting notes, creating conference agendas and minor content curriculum creation
- Scheduling cost effective travel arrangements which include: airfare/hotel/ground transportation for General Manager, and Senior Leader(s) as needed
- Assist with internal communications for associates and leadership among multiple platforms, interfaces, and programs
- Work with outside vendors to coordinate upkeep, and maintenance of the Fulfillment Center
- Run work-related errands as needed
- Think and plan ahead, delegate responsibilities appropriately and manage time effectively
- Compile team goals, track and help drive completion of key deliverables.
- Management of complex calendars and scheduling with diplomacy and discretion
- Coordinate closely with Workforce Management, Recruiting, Maintenance, Human Resources, and other teams within the FC
- Serve as representative on department team-building activities and peer recognition
Basic Qualifications
- 1+ years of working with computers and Microsoft Office products and applications experience
- Can lift up to 49 pounds, stand/walk during shifts lasting up to 12 hours, and be able to frequently push, pull, squat, bend, and reach
- High school or equivalent
- Work 40 hours/week, and overtime as required
- Work a flexible schedule/shift/work area, including weekends, nights, and/or holidays
- Are 18 years of age or older
- 2+ years administrative support experience at an executive level
- 1+ year experience with event planning or project management
Preferred Qualifications
- Ability to create graphs in MS Office products
- Associate's or Bachelor's Degree
- Strong analytical skills
- Excellent written and verbal communication skills
- Ability to learn organizational structure and the objectives of the team
- Strong organizational and communication skills and problem solving skills
- Prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
- Ability to communicate with a variety of constituent groups such as senior management, peers, and outside
Amazon is an equal opportunity employer and does not discriminate on the basis of protected veteran status, disability, or other legally protected status.
Our inclusive culture empowers Amazonians to deliver the best results for our customers. If you have a disability and need a workplace accommodation or adjustment during the application and hiring process, including support for the interview or onboarding process, please visit for more information. If the country/region you're applying in isn't listed, please contact your Recruiting Partner.
Our compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $42,000/year in our lowest geographic market up to $79,800/year in our highest geographic market. Pay is based on a number of factors including market location and may vary depending on job-related knowledge, skills, and experience. Amazon is a total compensation company. Dependent on the position offered, equity, sign-on payments, and other forms of compensation may be provided as part of a total compensation package, in addition to a full range of medical, financial, and/or other benefits. For more information, please visit . This position will remain posted until filled. Applicants should apply via our internal or external career site.

Job Description

Job Description

Our client, a leading full-service law firm, is looking for an experienced Legal Administrative Assistant in its Birmingham office. The Legal Administrative Assistant will support two attorney’s in their high-volume, fast paced litigation area.

This is a direct-hire opportunity.  The salary range is between $55,000 - $65,000 based on experience.

The hours are Monday – Friday, 8:00 a.m. to 4:30 p.m.

Legal Administrative Assistant Duties:

·    Provide legal and administrative support to assigned attorneys.

·    Prepare letters, memos, pleadings, and other documentation as required.

·    Managing ever changing calendars.

·    Coordinate travel arrangements.

·    Docket dates into the central docketing system.

·    Prepare expense reports.

·    Enter conflict information into the system to run conflict checks for new clients and prepare supporting documents.

·    Generate monthly reports for clients.

Legal Administrative Assistant Requirements:

·    5+ years of litigation experience.

·    Proficient with MS Word, Outlook, and Excel.

·    Excellent prioritization skills and the ability to manage a high-volume and diverse workload.

·    Strong verbal and written communication skills.

·    Designation as a Certified Legal Assistant is a plus.

The Phillip Charles Group has been serving the local metro Detroit area for over 35 years and has built incredibly strong partnerships with our clients, candidates and employees.

Legal Administrative Assistant Benefits:

·    Health Insurance with optional HAS/FSA

·    Short & Long Term Disability

·    Dental Insurance

·    Vision Care

·    Life Insurance

·    401(k)

·    PTO

·    Eligibility for an annual discretionary bonus

Company Description

WE LOVE HELPING OTHERS ADVANCE THEIR CAREERS. NOTHING MEANS MORE TO US THAN YOUR SUCCESS.
Our approach is rooted in developing deep and meaningful personal relationships with jobs seekers who have strong work ethics.
When you engage The Phillip Charles Group, you will work with well-established and trusted professionals who are chiefly focused on delivering job opportunities that are driven by your particular skills, interests and culture fit to help you find the right position.
THE PHILLIP CHARLES GROUP SPECIALIZES IN TEMPORARY, CONTRACT-TO-HIRE AND DIRECT HIRE PLACEMENT FOR JOB SEEKERS IN THE FOLLOWING BUSINESS SECTORS:

Company Description

WE LOVE HELPING OTHERS ADVANCE THEIR CAREERS. NOTHING MEANS MORE TO US THAN YOUR SUCCESS.
Our approach is rooted in developing deep and meaningful personal relationships with jobs seekers who have strong work ethics.
When you engage The Phillip Charles Group, you will work with well-established and trusted professionals who are chiefly focused on delivering job opportunities that are driven by your particular skills, interests and culture fit to help you find the right position.
THE PHILLIP CHARLES GROUP SPECIALIZES IN TEMPORARY, CONTRACT-TO-HIRE AND DIRECT HIRE PLACEMENT FOR JOB SEEKERS IN THE FOLLOWING BUSINESS SECTORS: