Administrator - part time

Overview:

This position is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This includes supervising office/administrative staff and maintains office records; expediting the general flow of work pertaining to the office including but not limited to reception, general office/clerical duties, accounting support and administrative projects. Works with Corporate HR Management and Executive Assistant to implement policies and procedures for production of documents, workflow, filing, ordering of supplies, records maintenance, and other clerical services. Works closely with Corporate Controllers in defining accounting support and upstream reporting for the District location to corporate financial team.

Responsibilities:

• A multi-task function assisting various departments with projects and other needs as required
• Oversees and performs invoicing, timekeeping, data entry in NAV, HRIS or other systems
• Provides local district/regional support to accounting functions as necessary
• Assist with HR activities
• Provide office orientation and introductions for new employees
• Setup and coordinate meetings and conferences
• Assures all persons coming into the office are greeted in a professional, polite, and courteous manner
• Ensures adequate coverage of office responsibilities during regularly scheduled office hours
• Oversees the use of office equipment and supplies
• Maintain office records and files
• Performs district timekeeping responsibilities
• Assures all necessary training is provided to subordinates
• Assists in the development and maintenance of office administrative systems and procedures
• Oversees office atmosphere, including cleanliness, safety and maintenance
• Assigns and regulates administrative functions
• Oversees and maintains financial records and specific historical documentation as directed by Operations Manager (and as per policy requirements)
• Supervises office personnel; including recruiting, training and work allocation
• Respond to inquiries made in-person or via telephone, mail, fax or e-mail in a friendly, informative manner
• Coordinate, and complete any special projects or additional duties as requested by Operations Manager
• Assist operations staff in completion of administrative tasks.
• Assist in the processing of Purchasing Card information
• Assure general office and group areas are neat, clean, organized and businesslike in appearance
• Ensures health safety policies are being adhered to
• Assure all incoming mail, faxes, and deliveries are distributed promptly
• Assure requested company communications and information is communicated to appropriate staff
• Primary contact for service providers (phone, electric, etc.)
• Coordinate the repair and maintenance of office equipment
• Maintain adequate inventory of office supplies
• Oversees maintenance and custodial operations
• Schedule administrative staff assuring appropriate telephone coverage; if necessary provide backup coverage.
• Preparation for meetings, conferences, and conference calls (i.e. materials, meals, etc.)

• Other duties as assigned

Skills/Tools

• Ability to prioritize tasks and manage multiple projects from various sources concurrently
• Excellent communication skills; both verbally and written.
• Effective listening skills
• Knowledge of office administration
• Advanced clerical skills; advanced MS Word, Power Point and Excel skills.
• Strong database management skills
• Ability to professionally deal with unexpected demands and incidents
• Ability to organize and prioritize multiple projects Strong problem solving and analytical skills.
• Ability to process information with speed and accuracy
• Professionally and tactfully interact with all levels within the organization.
• Read, write, speak and understand basic English; possess clear professional language skills
• Customer service orientated and effective organizational skills
• Excellent interpersonal and teambuilding skills Effective time management & decision making skills
• Professional writing skills which reflect correct grammar, spelling, punctuation, composition, quality, and fluent vocabulary
• Demonstrates sound work ethics Ability to prepare routine administrative paperwork; foster a cooperative work environment; and maintain efficient office work flow

Education/Experience:

• High school diploma or GED. Some college a plus for growth
• 5+ yrs. relevant administrative experience.
• 3+ yrs. related accounting functions experience (AP, AR, Invoicing, General Accounting)
• Experienced with MS Word, Power Point and Excel
• Experience with an ERP system a plus

Physical Demands:

• Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Burckhardt Compression creates leading compression solutions for a sustainable energy future and the long-term success of its customers. The Group is the only global manufacturer that covers a full range of reciprocating compressor technologies and services. Since 1844, its passionate, customer-oriented and solution-driven workforce has set the benchmark in the gas compression industry.