Contract Services Administrative Assistant

About the job

The Contract Services Administrative Assistant oversees daily business activities, streamlines processes and supports the department to ensure efficient workflow. The position requires excellent customer service skills internally within the company and externally with customers to resolve daily needs. The position requires strong problem-solving skills, and organizational abilities.

Responsibilities

• Act as a bridge between departments to optimize productivity
• Oversee day-to-day business activities to ensure efficiency and compliance with company policies
• Maintain records, prepare reports and analyze data for improvement
• Maintain records of employee receipts, reviewing each to ensure within per diem allowable amounts and/or other expenses to code and submit
• Liaison with the finance department to ensure employees have available credit and notifying of upcoming extended travel to accommodate as needed
• Oversee the Sunpass account, toll violations, transponders, updating license plate numbers as needed and/or removing/adding equipment as necessary
• Assure all new vehicles to fleet are properly marked with appropriate license numbers, stickers, transponders, fire extinguishers etc. before vehicle is allowed on road
• Prepare and provide annual and bi-annual Fleet DOT paperwork to Florida Department of Motor Vehicles for all drivers and equipment owned and/or operated by Hog Technologies
• Oversee and manage documentation files for employees and assets to include but not limited to medical cards, program access for each employee and adherence to the program rules, training, registrations, insurance policy
• Backup for daily review of submitted removal reports for accuracy and timeliness and requested consumables for inventory replenishment
• Respond to emails, texts or phone calls requesting pricing for upcoming projects updating job number and consumable inventory databases

Key Competencies

• Critical thinking and problem-solving skills
• Planning and organizing
• Decision making
• Exceptional Communication skills
• Proven experience in people management
• Maintain confidentiality at all levels for the president, team members and the company

Requirements

• High school diploma, GED, or equivalent. Bachelor’s degree in business administration preferred but not required
• Experience working in a manufacturing environment
• Must have experience working with Excel spreadsheets, formulas, and other complex functions of Excel
• Experience working with the necessary software/applications to perform the job (Microsoft Office, Google Docs, etc.)
• Must pass a background check and drug test

Schedule

This is a full-time position, as business dictates with most job duties within the Days and hours of work of Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

This position may require travel from time to time, especially to attend trade shows or other sales events.

Benefits

• Insurance (life, medical, dental, vision)
• Paid holidays
• Paid vacation
• 401(k) with matching contributions
• Tuition reimbursement
• Smoke-free, drug-free workplace

About Federal Signal Corporation: Federal Signal Corporation (NYSE: FSS) provides products and services to protect people and our planet. Founded in 1901, Federal Signal is a leading global designer and manufacturer of products and total solutions that serve municipal, governmental, industrial and commercial customers.