Administrative Skills, Auditing, Background Investigation, Business Skills, Communication Skills, Computer Skills, Corporate Policies, Customer Support/Service, Data Collection, Data Entry, Detail Oriented, Documentation, Employee Orientation, English Language, Establish Priorities, Fax Machines, File Maintenance, HRIS/HRMS, Human Resources, Human Resources Certification, Human Resources Processes, Interpersonal Skills, Job Fairs, Leadership, Legal, Mathematics, Microsoft Office, Multilingual, Operational Support, Organizational Skills, Photocopy, Physical Demands, Process Analysis, Process Development, Regulations, Safety Training, Safety/Work Safety, Shipping/Receiving, Spanish Language, Standard Operating Procedures (SOP), Telephone Skills, Time Management, Warehousing, Writing Skills
Administrative Assistant
Location: Northlake, USA
Job Posting Title: Administrative Assistant
Time Type: Full Time
Position Summary: The Ops Admin Specialist provides clerical and administrative support to the Human Resources, Training, Quality, Safety, Inventory andOperations departments. May also provide clerical and administrative functions for any or all site operational areas, including customer service.
Essential Duties and Responsibilities:
- Provides support for the recruiting process (e.g., scheduling interviews, sending background checks, attending job fairs/recruitment events as needed, drug tests and contacting selected candidates)
- Provides customer service and support for both internal and external customers for Ops/HR/Quality/Training/Safety/Inventory/Shipping-related processes
- Coordinates the new hire orientation process (e.g., scheduling the orientation, preparing orientation paperwork, and creating the employee file), including I9 completion/compliance.
- Maintains personnel files for all employees
- Provides support on auditing, reviewing, and processing the paperwork and forms
- Generates, compiles, and distributes reports
- Participates in special project and initiatives, to include engagement, job fairs and HR Assessments
- Provides support to Ops/HR/Quality/Training/Safety/Inventory/Shipping Department as needed
- Must maintain confidentiality and perform all duties in accordance with company policies and procedures
Additional Operations essential functions:
- Provides clerical support to various management and operational functions, including, but not limited to, photocopying, filing, faxing, emailing, and answering telephone
- Reviews, research and/or enters data in various systems to support respective functional area
- Compiles data and provides various regular and adhoc reports to management for review and determination
- Serves as frontline customer service to receive, solve and/or escalate inquiries and issues
- Assists management with monthly audit activity by retrieving data and/or files for review
- Works to streamline processes
- Work improvement projects
- Review current SOP's, Revise and maintain processes
- Audit processes
Other Duties (Site Specific): Performs other duties as assigned. Work overtime as dictated by business whether mandatory or voluntary
Supervisory Responsibilities: None
Minimum Required Qualifications:
- Clerical 2 years
- Education and/or Experience: Must have a high school diploma or general education degree (GED)
- Must be able to work in unregulated temperatures within the warehouse during the warmer and colder months can range from mild to moderate
Skills, Knowledge and Abilities:
- Computer Skills: Proficiency in Microsoft Office
- Experience with HRIS systems
- Language Skills: English (reading, writing, verbal)
- Mathematical Skills: Good mathematical skills
- Other: Must have excellent organizational and decision-making skills. High level of interpersonal and communication skills to handle sensitive and confidential situation and documentation
- Attention to detail and ability to establishing priorities and meet deadlines
- Good to excellent spelling grammar, and written communication skills
- Ability to maintain a high level of confidentiality
- Demonstrated leadership skills and strong business and professional acumen
- Results-oriented
- Must have a high sense of urgency and customer service focus
- Working knowledge of applicable law and regulations related to Human Resources function
- Ability to analyze HR processes and make practical recommendations to clients
- Must possess an understanding of the business and quickly learn the organizations strategy
- Must be able to deal with ambiguity and cope with change
- Must be flexible with shifting priorities
Preferred Qualifications:
- Computer Skills: Success Factors WMS Cargowrite
- Language Skills: Bilingual-Spanish preferred
- Certificates, Licenses, Registrations or Professional Designations: Recognized HR Professional Certification preferred
Physical Demands:
- Occasionally Handling/Fingering, Sitting
- Frequently Bending
- Constantly Walking and Standing
- Ability to Lift/Carry and Push/Pull 21-50 pounds
- Reach above shoulder, reach outward, squat, or kneel
Work Environment:
- While performing the duties of this job, the employee rarely is exposed to fumes or airborne particles, toxic or caustic chemicals. The noise level in the work environment is usually low to moderate.
Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
DSV is an equal employment opportunity employer. Candidates are considered for employment without regard to race, creed, color, national origin, age, sex, religion, ancestry, disability, veteran status, marital status, gender identity, sexual orientation, national origin, or any other characteristic protected by applicable federal, state or local law.