Administrative Assistant

Hourly Wage

ISS offers full time employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program based on employment status.

The annual salary range for this position is $23.00 - $25.00 . Final compensation will be determined based on experience and skills and may vary from the range listed above.

Key Purpose

The Administrative Assistant performs general office duties for Janitorial contract sites, which require knowledge of company and department procedures.

Duties performed may include typing, file organization and maintenance, operation of office equipment, answering telephone and greeting visitors.

Process accounts payable invoices, maintain safety records, manage on site Worker's Compensation files, and assist with payroll issues and management of Computerized Maintenance Management System (CMMS).

Success Criteria

• Comply with safety rules, policies, and procedures
• Perform work assignments in a teamwhen needed
• Follow all company procedures, policies, and rules
• Take direction and respond to supervision
• Communicate with the lead, supervisor, co-workers, managers, and customers professionally
• Present a professional appearance and conduct
• Understand customer service and satisfaction

Key Areas of Collaboration and Influence

• A solid commitment to the guest experience
• Always remember safety first
• Build respectful relationships with all teammates and guests
• Willingness to take directions fromall levels of management
• Coordinate activities with other internal departments

Ideal Candidate Experience

• High School diploma or equivalent education
• Three years related experience or equivalent combination of education and experience
• Strong knowledge of MS Office, Word,Excel,and data entry knowledge
• Must be a team player and committed to working in a quality environment
• Ability to type a minimum of 50 w.p.m. accurately
• Excellent verbal, written, and organizational skills required
• Must be a team player and committed to working in a quality environment
• Demonstrates exceptional customer service skills
• Assists with scheduling and organizing project activities including meetings, training,etc.

Key Accountabilities

• Type various forms of correspondence, forms and reports from records, roughdrafts,or various sources
• Post information to records and logs. Perform simple account balancing and reconciling
• Organize and maintain various filing systems
• Respond to telephone calls and greet visitors at site location.Direct calls,take messages or provide callers or visitors with routine information
• Operate office equipment including typewriter, computer, facsimile, and copy machine
• Proofread work for errors and make corrections as needed
• Create and maintain purchase orders, excel trackers, project details and files on Aconex, CMMS database including equipment history and status, generation of work orders, management of budget projection data, inventory tracking system, purchasing module and overall operation of CMMS system
• Perform other duties necessary to provide general administrative support to the O&M team

Physical Demands & Work Environment

• Work involves repetitive motions and sitingat computerfor long periods of time
• General office environment, some travel both domestically and internationally required based on business demands
• Must be able to lift at least 10 pounds

As a global organization ISS Group is committed to making the international community more resilient and just for all people.

We encourage diversity and inclusion in their broadest terms, including ethnicity, race, age, gender, gender identity, disability, sexual orientation, religious beliefs, language, culture, and educational background.

We look to lead our industry by example and positively influence the market wherever we operate.

Office Administrator Assistant - SERVPRO Northwest Brooklyn This position will be responsible for the daily coordination and administration of general business activities for the office.

Servpro is a restoration company that assists homeowners and business owners with Water, Fire & Mold damage cleanup and restoration as well as the reconstruction. Qualifications :

• Experience in a reception duties
• Proven ability to independently execute assigned tasks with minimal oversight
• Strong proactive team player with "can do" attitude
• Good quantitative skill set and able to perform routine calculations if needed when associated with department functions
• Ability to maintain an important level of organization
• Good interpersonal skill set.
• Ability to work in a fast paced, and at times, stressful environment

Job Details / Duties :

• Answer phones daily. Takedown information from caller re : the nature of the damage with empathy and patience. Complete the Notice of Loss form and provide it to the Job File Coordinator in the office for processing.
• Communicate and establish a rapport with commercial / residential customers, insurance agents and adjusters
• Support Office Manager and job file coordinator with any tasks that need immediate attention.
• Type up of estimates for clients / insurance adjuster
• Keep track of warehouse equipment inventory and placement at each job. Ensure pick-up of equipment at the end of the job.
• Complete Test Request forms for all flooring, siding, roofing, cabinets, etc. that require testing for mold and replacement
• Request COIs (certificates of insurance) as needed
• Keep Operations manager / Owner updated on production
• Follow-up on all assigned jobs ensuring that customers needs are met
• Resolve problems quickly as they arise
• Perform clerical duties such as copying, scanning, emailing, etc
Benefits :
• 401(k)
• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule :

Monday to Friday 8 : 30- 4 : 30pm

Preferred Experience :

• Administrative experience : 4 years
• Exactimate
• Drybook
• Quickbooks
• Proficient in Excel

Skills / Physical Demands / Competencies This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary.

Ability to successfully complete a background check subject to applicable lawEach SERVPRO® Franchise is Independently Owned and Operated.

All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise.

Servpro Franchise employees are not employed by, jointly employed by, agents of or under the supervision or control of Servpro Industries, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever.

All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws.

All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them. Compensation : $21.50 per hour

Picture yourself here fulfilling your potential.

At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service.

With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you.

All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise.

SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.

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Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and / or equipment as needed.
• Responsible for disbursement / reimbursement activities as needed.
• Maintains inventory of supplies, equipment and / or reagents. May order supplies / equipment / reagents as authorized or ensure that needs are escalated appropriately.

Receives supply orders and confirms accuracy of delivery. May assist with cost control.

• Maintains electronic and hard copy files and databases. Maintains integrity of information.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Routinely analyzes and evaluates workflows to ensure maximum efficiency.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Receives, sorts and distributes mail; accepts and signs for package deliveries.

Education

High School Diploma in related field

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

• Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications.
• Ability to communicate instructions and observations effectively verbally and in writing.

Licenses and Certifications

Working Conditions / Physical Demands

Standard office work

Title - Administrative Assistant

Duration - 3 Months (Extendable)

Shift - Days

Mon-Fri 9a-5p phone calls, appointment scheduling, working daily on our GI referral and consult WQ in EPIC. Check in for patients at the front desk.

Provide coverage for other departments when needed. The candidate must have experience working in a medical office setting, has experience in Managed Care insurances and using EMR.

Org. Setting and Reporting Responsibilities

Under the overall guidance of the Chief of the Administrative Section and under the direct supervision of the Associate Administrative Officer, the incumbent is responsible for the following :

Human Resources Management

Assists the supervisor in managing the Unit’s human resources activities, e.g. recruitment, replacement, promotion, performance appraisals, job classification reviews, separation of staff and training etc.

ensuring consistency in the application of UN rules and procedures.

• Initiates, reviews, processes and follows-up on actions related to the job openings in Inspira for the Unit.
• Oversees and keeps track of status of job openings and maintains the case files in electronically for the record.
• Monitors staffing table and prepare relevant statistical data / charts for the Section.
• Reviews applications, prepares draft preliminary evaluations and assists in identifying the shortlist of candidates for further review by the respective Programme Managers.
• Process and / or review the evaluations in Inspira and prepare responses to queries by OHR and Central Review Bodies (CRB) as necessary.

Contract Administration and General Administration

• Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Coordinates extensively with service units and liaises frequently with internal team members of FCAS and the other offices at UN Headquarters
• Drafts various correspondence with regards to information and facility management as assigned.
• Performs other administrative duties as assigned.

Competencies Education

High school diploma or equivalent is required.

Work Experience

A minimum of 7 years of progressive experience in administrative services, finance, accounting, audit, human resources, or related area is required.

Experience in recruitment and selection within an international organization or public institution is required.

Experience using talent management systems such Inspira is desirable.

Experience using Enterprise Resource Planning (ERP) Systems such as SAP is desirable.

Languages

Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice United Nations Considerations No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.