Learning & Development Administrative Assistant

Job Title: Learning & Development Administrative Assistant

Reports To: Director of Learning and Development

Direct Reports: None

Department: Operations

Location: San Antonio, TX - Training Center

FLSA Status: Exempt - Salaried

Work Category: Onsite Team Member

Position Status: Full-Time

Work Schedule: Monday - Friday 8:00AM to 5:00PM, with possible (rare) rotating weekend availability

Base Pay Range: $50,000 - $55,000 (free lunch 4 days a week)

Travel: Up to 25% of the time, in- or out-of-state and includes use of company owned commercial van for daily student transportation to/from training and local hotel accommodations

Summary

A person qualified for this position will have a proven track record of cash handling, purchasing and basic administrative experience. There will be times where this person will assist in a classroom role, handling day-to-day in-person training functions and responsibilities while maintaining good communication and reporting relationships with multiple departments, field management, and company personnel at all levels. The Learning & Development Administrative Assistant will spend about 70% of their time handling administrative task such as daily lunch ordering for everyone in the Training Center, managing and reconciling Training Center petty cash, ordering all Training Center supplies and processing supply requisition approvals, reconciling accounts, supporting vendors and departmental requests, and gathering and preparing data or content for other team members and booking travel or ride-share transportation for students. They will be expected to drive the company commercial van Monday through Friday to pick up students from nearby hotels and bring them to the Training Center each morning, and to drop them off at their hotels at the end of each training day and the airport on Fridays.

Essential Duties & Responsibilities

• Regular attendance in accordance with Company’s Attendance Policy
• Commitment to Westport’s Mission, Vision and Core Values
• Drive the company commercial van Monday through Friday to pick up students from their local hotels, bring them to the Training Center each morning, and drop them off at their hotels at the end of each training day
• Support classroom operations by staging the room, preparing materials, and testing technology as needed
• Book travel for new trainees attending in-person training, as well as occasional travel bookings for company executives as directed
• Book and communicate ride-share travel for students
• Coordinate the onboarding, travel and training experience of new hires in the field as needed
• Inventory, monitor and preserve the integrity of our training equipment. i.e. computers, projector, etc.
• Manage, maintain, track, and reconcile the Training Center petty cash fund and per diem for trainees, ensuring accuracy and proper documentation in accordance with company guidelines
• Maintain and properly document inventories of supplies used by the Training Center

Administrative Duties & Departmental Support

• Order lunch daily (Monday-Friday) for everyone in the Training Center, including collecting meal selections, placing and receiving orders, and documenting expenses in accordance with company guidelines

• Order all supplies for the Training Center, including office, classroom, and training supplies, and track deliveries

• Process supply requisitions and manage the requisition approval process, ensuring all requests are approved in accordance with company guidelines before orders are placed

• Perform reconciliation of accounts, including supply orders, lunch purchases, and petty cash, and resolve discrepancies promptly

• Perform credit card and travel reconciliations and submit expense documentation in accordance with company guidelines

• Manage scheduling logistics, vendor coordination, and department support requests as they arise

• Administer and manage the company and department’s supply ordering account, including ordering supplies and tracking deliveries

• Coordinate daily/weekly supply product updates to ensure best pricing selections of approved items are maintained and updated in our ordering portal

• Update and distribute building alarm codes and emergency gate codes on a weekly basis per security protocols

• Oversee uniform ordering management, including tracking inventory, processing requests, and coordinating fulfillment and proper invoicing to the accounting team

• Provide general scheduling support for the training team, including calendar management, meeting coordination, and logistical planning

• Support vendor relationships by communicating with outside providers, processing orders, and maintaining accurate vendor records

• Perform other administrative tasks as directed to support the Learning & Development team and the broader organization

Additional Responsibilities & Core Competencies

• Goal-oriented and able to work independently
• Adaptable to various work settings and interpersonal dynamics
• Excellent verbal and written communication skills
• Excellent classroom organizational skills
• Excellent classroom planning and time management skills
• Ability to foster a collaborative team culture amongst each training cohort
• Proactive, self-starter, goal oriented and ability to work independently
• Assigning trainings and maintaining/managing the LMS platform and reporting
• Proficient in Microsoft Office products
• Other Duties as Assigned
  • Periodic special projects and duties may be assigned based on Company need and requirements
  • Must be able to perform a variety of duties, often changing from one task to another with frequent interruptions or distractions and within tight deadlines

Qualifications

• Valid driver’s license and reliable transportation required, with a driving record that meets company and insurance requirements
• Ability to safely operate a company commercial van daily, Monday - Friday, required
• Excellent computer skills required
• General office and telephone skills required
• High-school diploma or GED required
• Experience with Microsoft PowerPoint and other Office applications required
• Proven cash handling experience required
• Experience with purchasing, supply ordering, and account reconciliation preferred

Physical Demands

• Stationary Position: frequently remains stationary up to 70% of the time and sitting up to 8 hours per day
• Move/Traverse: frequently bend, stand, stoop and/or walk
• Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 50 pounds
• Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with clients who have inquiries about their storage accounts, billing invoice or other related account matters; must be able to exchange accurate information in these situations
• Sight: frequent use of sight to detect images on computer, office documents, facility objects near and far
• Climb: occasionally ascends/descends on stairway to get to office upper and lower floors
• Drive: frequently operates a company commercial van daily, Monday-Friday, including driving in local traffic and various weather conditions

Benefits for Full-Time Employees

• Paid lunch four days a week (Mon-Thurs) while class is in session except during holiday weeks based on manager discretion
• Paid Time Off and Paid Holidays
• 401(k) Employer Matching
• Health Benefits: Medical, Dental, Vision
• Life Insurance Benefits
• Supplemental (Flexible Spending Accounts, Disability, Cancer/Critical Care, Hospitalization, Accident)
• Paid travel expenses
• Company issued computer and cell phone
• Recognition of Hard Work and Exemplary Performance
• Potential for upward mobility depending on performance and company growth

Work Environment

• Regular professional, office, classroom business setting

• Noise level ranges from low to moderate (if in office setting)

• Noise level ranges from moderate to high (if on construction worksite)

• Frequent outdoor exposure working in outdoor weather conditions

• Daily operation of a company commercial van in local traffic and weather conditions

At-Will Employment & Equal Opportunity Employer

Westport Properties, Inc. is a parent company of US Storage Centers (USSC) which provides at-will, equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, marital status, disability or genetics. Furthermore, Westport Properties, Inc. expressly prohibits any form of workplace harassment and discrimination based on age, disability, color, genetics, marital status, national origin, race, religion, sex, sexual orientation, or veteran status in compliance with federal, state and applicable local laws governing employment and labor law in every location in which the company conducts business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Disclaimer

All Employees must pass a post-offer, pre-hire background screening which includes a multi-state criminal check and DMV Records in accordance with federal protected FCRA/FACTA Requirements for Investigative Consumer Reports, CA ICRA and other state mandated requirements for employment purposes. Furthermore, this job description is subject to change at any time. Nothing in this job description is meant to guarantee employment status and/or position. This job description neither restricts nor prevents management’s right to assign and/or reassign duties and responsibilities to this job at any time of the essential functions. It does not proscribe or restrict the tasks that may be subsequently assigned.

Essential Job Function for Reasonable Work Accommodation

According to the Americans with Disabilities Act (ADA), Equal Employment Opportunity Commission (EEOC) and the California Fair Employment and Housing Act (FEHA), employees must be able to perform the essential job functions with or without a reasonable accommodation. The Company will provide reasonable work accommodations to allow the employee to perform their essential job functions and duties as detailed above. If you feel you need reasonable work accommodations, please contact the Human Resources department at (949) 748-5900.