Office Coordinator, Heil Environmental

Job Description:

Job Title: Office Coordinator, Fort Payne

Operating Company:  Environmental Solutions Group – Heil Environmental

Location:  Fort Payne, AL

Reports To: Manager, HR Processes and Site Administration 

Department: Operations

POSITION SUMMARY:

This position performs a full range of administrative duties including but not limited to confidential data entry into multiple HRISs, time keeping duties, correspondence, security management, organizing and catering of meetings, greeting visitors, and organization of electronic files. Responsible for preparing high-level communications, developing and preparing complex reports, presentations, and meeting notes. This position will also assist with special projects, tasks, or duties as assigned. This individual interacts and contributes effectively with others in a team atmosphere and has the ability to organize and manage simultaneous projects with strong follow-up skills and attention to detail while maintaining confidentiality and exhibiting sound judgment.

ESSENTIAL JOB FUNCTIONS INCLUDE:

• Maintains strict confidentiality of all human resources data including but not limited to pay, personal information, drug testing results, and background checks.
• Monitors and verifies team member’s timeclock punches in ADP E-Time system.
• Receives incoming calls, transfers to appropriate extension or provides requested information.
• Manages building access for employees and guests, monitoring logbook, and issuing visitor badges.
• Job applicant and new hire coordination as well as collecting, transmitting, and updating new hire data or paperwork.
• Maintains CAPEX approval log and status.
• Receives and sorts mail and prepares daily outgoing mail.
• Assists a variety of departments and visitors with hotel reservations, clerical duties, travel arrangements, lunches, on site meetings etc. when needed.
• Requests payroll adjustments when necessary and submits documents to payroll.
• Assists with employee activities and events; may include occasional evenings and weekends.
• Manages the attendance/communications hotline and distributes the messages to the site managers.
• Assists with password reset functions for multiple systems and records company ticket tracking system.
• Partners with the functional Human Resources team members to support specific initiatives (wellness, newsletter distribution, posting announcements, etc.).
• Performs other related duties as required and assigned.

JOB SPECIFICATIONS:

• High School diploma required; College degree preferred.
• 3 to 5 years’ office experience including HR, basic business and administrative functions preferably within a manufacturing or industrial environment.
• Must not be related to anyone in the Fort Payne facility due to extensive access to confidential data.
• Experience across Microsoft Office including advanced Excel skills.
• Knowledge and experience using HRIS databases such as HR Central and ADP and/or timekeeping systems such as ADP, Kronos or E-Time.
• Excellent oral and written communications skills, including a clear and courteous speaking voice.
• Ability to maintain complete confidentiality regarding incoming calls and other information received in the course of business.
• Ability to multi-task and juggle competing priorities within a rapidly growing and changing environment is crucial to success in this role.
• Strong interpersonal skills with the ability to establish and maintain effective working relationships with individuals at all levels within the organization.
• Attendance at work, including presence at work during regular working hours, or other schedule as assigned by the department manager, is essential.  Acceptance of overtime assignments may be required in order to meet goals and objectives.

REQUIREMENTS:

Education:  Requires a High School diploma or GED.

Knowledge: Requires ability to understand general arithmetic; ability to write in an understandable manner; understand verbal or written instructions; ability to read and understand instructions, lists and billing materials; use PC based applications, including Mainstar, Outlook, and Microsoft Office, knowledge normally acquired through high school or equivalent experience.

Mental: Requires normal attention with periods of high concentration intermittently to operate machinery approximately 50% of time.

Physical: Requires walking/standing approximately 70%, lifting up to 40 pounds approximately 15% of time; involves repetitive overhead work approximately 10% of time; involves repetitive stooping, forward bending and crouching approxima