Administrative Assistant

Description

ControlTouch Systems, LLC is a locally owned company in Louisville, KY providing systems design for airports to get baggage to passengers at destinations all over the world safely, accurately and efficiently.  We are experiencing exponential growth in our company's history.  To support this growth, we are seeking someone who is outgoing, detail oriented, results driven and an expert multi-tasker to fill our newly added position of Administrative Assistant to support Finance & Accounting,  Human Resources and our leadership teams.    

JOB SUMMARY:  

A successful Administrative Assistant has a keen attention to detail and ability to work in a fast-paced environment utilizing strong multi-tasking skills to provide support to managers and employees to ensure efficient office operations.  The duties of the Administrative Assistant include greeting visitors and customers, organizing correspondence, answering phones organizing meetings, and maintaining office organization.  The Administrative Assistant many times may act as the first point of contact with internal sources as well as external sources such as customers, vendors, job candidates, the press, etc.   

ESSENTIAL FUNCTIONS: 

• Open and screens incoming calls/ mail and distributes to appropriate team members.  
• Assist with the preparation of communications, documents, presentations and reports 
• Processing invoices, check requests or other departmental paperwork 
• Maintenance of document library 
• Coordinate food orders for company/ monthly management meetings. 
• Orders and maintains office supplies, team snacks, cleaning supplies and wearables though corporate provided vendors. 
• Perform general clerical duties such as photocopying, scanning, filing, and preparing overnight mailings 
• Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate. 
• Process department head/manager’s expense reports. 
• May perform basic internet research, compile lists and gather information from other departments. 
• General HR and PTO recordkeeping 
• Assist in scheduling interviews and coordinating travel for out of town job candidates 
• Basic Payroll Administration duties 
• Assist with employee onboarding and scheduling of first week orientation activities on team calendars. 
• Change Order Processing or other project related administration 
• Set up and tidy conference rooms and common areas 
• Send thank you, employee birthday, employee service anniversary, welcome and  new client cards 
• Assist in company event planning, staffing, setup and clean up when needed. 
• Maintain facility security badge assignments 
• Other related tasks as assigned. 

 WORK ENVIRONMENT:  

• Office setting  
• Collaborative, engaging and success driven culture 
• Minimal travel required 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Sitting for prolonged periods of time 
• Repetitive typing/data entry 
• Lifting up to 10 pounds  

WORK SCHEDULE:  This position is an on-site role.  General office hours are M-F, 7a-4p or 8a-5p.

It is the policy of ControlTouch Systems, LLC to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, ?physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or pregnancy-related condition, status with regard to public assistance, veteran status, citizenship status (if authorized to work in the U.S.), ?or any other characteristic protected by federal, state or local law. In addition, ControlTouch Systems, LLC will provide reasonable accommodations for qualified individuals with disabilities. 

Requirements

 REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: 

• Ability to exercise good judgment and make decisions  
• Excellent communication skills (written and verbal) 
• Ability to maintain a high level of confidentiality and discretion 
• Exceptional interpersonal skills and the ability to work collaboratively across all departments within the company as well as independently 
• Ability to complete multiple tasks and projects within deadlines 
• Self-driven motivator who takes initiative on projects with a strong ability to understand and solve creative challenges 
• Ability to work in a dynamic and changing environment 
• Detail-oriented with strong attention to follow-through 
• Excellent MS Office skills 

EDUCATION, EXPERIENCE AND QUALIFICATIONS: 

• High school diploma 
• 2 years of relevant experience 
• Experience with Paylocity, QuickBooks, Smartsheet, a plus 
• Experience in Construction and/or Multi-Company environment a plus 
• Legally authorized to work in the United States