Administrative Assistant (Fui)

Position Summary

The Administrative Support Specialist performs administrative tasks for the job site, performing duties such as drafting various correspondence, answering phone calls, receiving messages/packages, and performing various administrative support tasks to ensure smooth operation of the site. Additionally, the Administrative Specialist provides support with computerized record management, creating documents, reports, charts, graphs, and presentations. This position also requires experience in payroll, hiring and termination procedures, invoicing, setting up interviews for potential new employees, knowledge of HR procedures (FMLA, ADA, etc.) and group benefits.

Position Responsibilities - Essential

Recruit and onboard exempt and non-exempt positions include creating and modifying job descriptions, job postings, review applications, scheduling interviews and drug screens, submitting applicant information for background screens, process I-9 forms, and E-verify.

Maintain Human Resource Information System records and compile reports from the database

Respond to employee questions with appropriate resolution

Compile weekly time and payroll data, review for completeness and accuracy before downloading and transmitting to accounting for processing

Assist the Site Manager and Supervisors by performing various administrative tasks in support of a positive work environment

Compiles daily, monthly, and weekly reports and invoices(s)

Enter accounts payable transactions

Coordinate office or department calendars and schedules as appropriate; coordinate and schedule staff and management activities for the site

Conduct orientation for employees, visitors and guests and direct them to the appropriate individual or department

Coordinate and assist with internal site communications, i.e., phone calls, messages, e-mails, meetings, etc.

Responsible for inventory and procurement of office or department supplies while remaining within budget

Provide administrative support for the site to ensure smooth operation i.e., typing, filing, copying, data entry, record keeping

Respond to all correspondence (email, fax, telephone) in a timely and customer-friendly manner.

Ensure all safety procedures, practices, and regulations are followed before, during, and after the process to foster a positive safety culture by having a safety-first mindset and approach during execution of activities

Based on the nature of the essential functions associated with this role, GreenWood has designated this as a “safety-sensitive” position.

Position Responsibilities - Non-Essential/Other

Other duties and special projects as assigned

Essential Skills and Experience

High school diploma or GED required; some post-high school education or training preferred with five years of experience in an administrative role.   

Highly professional and dependable with a helpful and friendly demeanor 

Strong scheduling and organizational skills; experience with travel logistics a plus 

Excellent attention to detail, accuracy, and sense of urgency with the ability to prioritize with an emphasis on quality of work with minimal supervision  

Demonstrates the ability to perform repetitive tasks with focus on quantity and quality with the ability to do multitasks in a fast-paced environment 

Demonstrates a high level of customer service and strong communication and interpersonal skills (both listening and speaking) Relies on instructions and pre-established guidelines to perform the functions of the job 

Professional writing skills for composing memos, letters, and other business correspondence, observing all rules of grammar, spelling, and punctuation 

Requires proficiency with strong computer and internet skills, including Microsoft Office suite 

Experience demonstrating successful support of a positive safety culture

Ability to perform the essential functions of the job with or without reasonable accommodation(s)

Beneficial Skills and Experience

Some post-high school education or training preferred

Two to five years of experience in an administrative role in support of a maintenance team 

Knowledge of maintenance workflow and coordination to include dispatching (telephone, radio) 

Familiarity with SAP, Sage 300, Paycom, or other similar platforms preferred or similar system as it relates to plant maintenance and HRIS tasks 

Contractor and vendor coordination experience

Bilingual (English/Spanish) 

We are a customer-focused, integrated maintenance company operating projects throughout the Southeast and Mid-Atlantic states. If you are seeking employment with a dedicated industry leader, and committed to safely improving and perfecting our industry, you may be a candidate for GreenWood. We look for skilled, experienced, and qualified professionals in maintenance, construction and plant services. GreenWood offers unique opportunities in professional development and growth featuring an outstanding benefits plan and training program.

If you feel your values align with the culture at GreenWood, Inc., and you can provide a long-standing track record of safety, skills, dependability, and accountability, we invite you to peruse our Job Postings to determine if there is an opportunity that interests you. Applicants must be willing to abide by our Zero Incident philosophy in order to work at GreenWood, Inc.

• 401(k) Retirement Savings Plan with Company Match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Paid Holidays
• Floating Holidays
• Paid Vacation Time
• Paid Sick Time
• Life Insurance
• Disability Insurance
• Prescription Insurance
• Flexible Spending Accounts
• Safety Training
• Continuous Learning Environment