Administrative Services Specialist I

Job Description

Job Title: Administrative Services Specialist I

Job Summary: The Administrative Services Specialist I is responsible for providing comprehensive administrative support to the Site Director and other support functions within the Detroit and Miami sites. This role plays a crucial part in ensuring the smooth operation of the sites. The Administrative Services Specialist I is expected to be highly organized, detail-oriented, and possess exceptional communication skills.

Duties and Responsibilities:

• Provide administrative support to the Site Director, including managing calendars, scheduling meetings, and coordinating travel arrangements and expense reports.
• Assist HR in various administrative tasks, such as calculation and submission of PTO payments for our union colleagues.
• Calculate and submit monthly IUOE pension hours to the Central Pension Fund.
• Be the primary contact for pensions audits annually.
• Reconcile and submit retiree life insurance for payment.
• Coordinate maintenance activities, including scheduling repairs, ordering supplies, and maintaining maintenance logs.
• Assist in managing the site's EHS program, including maintaining records, coordinating training sessions, and ensuring compliance with safety regulations.
• Prepare and distribute reports, presentations, and correspondence as required.
• Assist with the preparation and organization of meetings, including catering, preparing agendas, and coordinating logistics.
• Manage office supplies inventory and place orders as needed.
• Assist with the onboarding process for new employees, including preparing orientation materials and coordinating training sessions.
• Maintain confidentiality and handle sensitive information with discretion.
• Provide excellent customer service and respond to inquiries from internal and external stakeholders.
• Collaborate with cross-functional teams to support site-wide initiatives and projects.
• Perform general administrative tasks, such as filing, data entry, and maintaining office equipment.
• Assist the leadership team in preparing slides for Town Hall for Detroit and Miami sites.
• Create and publish monthly site newsletter in Canva for the Detroit and Miami sites.
• Coordinating with HR & BRG for events, planning, etc. for Detroit and Miami.
• Supports the Site Leader in promoting a positive colleague experience and achievement of site Corporate Social Responsibility goals.

Qualifications and Skills:

• Two-year college degree or high school diploma with at least 2 years of administrative assistant experience; additional administrative certifications or qualifications are a plus.
• Proven experience in an administrative support role, preferably in a manufacturing or industrial setting.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Excellent communication skills, both verbal and written.
• Attention to detail and accuracy in administrative tasks.
• Ability to handle multiple tasks simultaneously and adapt to changing priorities.
• Strong problem-solving and decision-making abilities.
• Knowledge of maintenance and EHS practices and regulations is preferred.
• Strong Project Management skills.
• Ability to work independently and as part of a team, with a high level of professionalism and integrity.
• Ability to support the site leadership team with knowledge to support business continuity.

The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and administrative skills. If you are looking for an opportunity to contribute to the smooth operation of a site and support the growth and success of the organization, we encourage you to apply for this exciting position.