Administrative Specialist

West Des Moines, IA - USA

Hourly Salary: $ 18 - 20

Experience Required: 1-3years

Posted on: 3 hours ago

Vacancies: 1 Vacancy

Job Summary

The Administration Specialist plays a key role in supporting the companys HR training and West Des Moines office operations functions. This position assists in developing and maintaining training programs coordinates onboarding efforts ensures accurate HR documentation and assists with and coordinates daily office tasks. The ideal candidate will be highly organized detail-oriented and passionate about fostering an efficient engaging and collaborative workplace environment.

Responsibilities:

Office Administration & Operations

Answer incoming phone calls and perform general reception duties including greeting visitors and directing inquiries to the appropriate departments.
Manage and maintain office facilities including workspace allocation equipment and supplies.
Assist the VP of Operations to coordinate office maintenance repairs and improvements.
Ensure compliance with health safety and security.
Oversee office logistics including space planning seating arrangements and relocations.
Manage office supplies inventory procurement and vendor relationships.
Oversee office-related mail shipping and receiving operations.
Provide front-line support to Maple Members ensuring inquiries are addressed promptly or directed to the appropriate departments.
Coordinate office events meetings and conferences including scheduling room setup and catering arrangements.
Learn and maintain proficiency with the audiovisual (AV) system in the training room to support company meetings training sessions and events.
Maintain inventory in shared break spaces ensuring areas are stocked organized and prepared for daily use and special events.
Maintain accurate administrative records and databases including filing systems and contact lists.
Serve as a central point of contact for internal and external stakeholders ensuring effective communication and collaboration across departments.

HR Administration

Develop update and maintain documentation for company training programs.
Collaborate with Department Managers to document and organize existing training practices.
Design and formalize training documentation standards by creating company templates to be used for all future training initiatives.
Coordinate and support the design and implementation of employee training materials and programs.
Manage and upload training content within the companys Learning Management System (LMS) ensuring courses remain current accurate and accessible.
Utilize Microsoft and related applications (including OneNote Word Excel PowerPoint Teams Canva and UKG) to create maintain and organize HR and training documentation.
Coordinate recruitment activities including posting job openings scheduling interview rooms and managing candidate communications.
Support onboarding and orientation processes for new hires ensuring all necessary materials and documentation are prepared and distributed.
Maintain and update company documents and forms as directed by upper management.
Ensure compliance posters and notifications are current and properly displayed.
Support HR initiatives and projects related to employee engagement compliance and process improvement.

Requirements

Associates or Bachelors degree in Human Resources Business Administration Communications or related field preferred.
2 years of experience in HR support training coordination or office administration.
Strong organizational and time-management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word Excel PowerPoint Teams); experience with HRIS or LMS systems a plus.
Ability to handle confidential information with professionalism and discretion.
Strong interpersonal skills and a collaborative team-oriented mindset.

Benefits

Health dental and vision insurance
Generous paid time off including 10 paid holidays off per calendar year PTO accrual and paid leave options
Flexible Spending Accounts (FSAs) for medical and dependent care expenses
401(k) retirement plan
Life insurance as well as short-term and long-term disability coverage

Required Skills:

Associates or Bachelors degree in Human Resources Business Administration Communications or related field preferred. 2 years of experience in HR support training coordination or office administration. Strong organizational and time-management skills with the ability to manage multiple priorities. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Word Excel PowerPoint Teams); experience with HRIS or LMS systems a plus. Ability to handle confidential information with professionalism and discretion. Strong interpersonal skills and a collaborative team-oriented mindset.

Responsibilities:

Office Administration & Operations

Answer incoming phone calls and perform general reception duties including greeting visitors and directing inquiries to the appropriate departments.
Manage and maintain office facilities including workspace allocation equipment and supplies.
Assist the VP of Operations to coordinate office maintenance repairs and improvements.
Ensure compliance with health safety and security.
Oversee office logistics including space planning seating arrangements and relocations.
Manage office supplies inventory procurement and vendor relationships.
Oversee office-related mail shipping and receiving operations.
Provide front-line support to Maple Members ensuring inquiries are addressed promptly or directed to the appropriate departments.
Coordinate office events meetings and conferences including scheduling room setup and catering arrangements.
Learn and maintain proficiency with the audiovisual (AV) system in the training room to support company meetings training sessions and events.
Maintain inventory in shared break spaces ensuring areas are stocked organized and prepared for daily use and special events.
Maintain accurate administrative records and databases including filing systems and contact lists.
Serve as a central point of contact for internal and external stakeholders ensuring effective communication and collaboration across departments.

HR Administration

Develop update and maintain documentation for company training programs.
Collaborate with Department Managers to document and organize existing training practices.
Design and formalize training documentation standards by creating company templates to be used for all future training initiatives.
Coordinate and support the design and implementation of employee training materials and programs.
Manage and upload training content within the companys Learning Management System (LMS) ensuring courses remain current accurate and accessible.
Utilize Microsoft and related applications (including OneNote Word Excel PowerPoint Teams Canva and UKG) to create maintain and organize HR and training documentation.
Coordinate recruitment activities including posting job openings scheduling interview rooms and managing candidate communications.
Support onboarding and orientation processes for new hires ensuring all necessary materials and documentation are prepared and distributed.
Maintain and update company documents and forms as directed by upper management.
Ensure compliance posters and notifications are current and properly displayed.
Support HR initiatives and projects related to employee engagement compliance and process improvement.

Requirements

Associates or Bachelors degree in Human Resources Business Administration Communications or related field preferred.
2 years of experience in HR support training coordination or office administration.
Strong organizational and time-management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word Excel PowerPoint Teams); experience with HRIS or LMS systems a plus.
Ability to handle confidential information with professionalism and discretion.
Strong interpersonal skills and a collaborative team-oriented mindset.

Benefits

Health dental and vision insurance
Generous paid time off including 10 paid holidays off per calendar year PTO accrual and paid leave options
Flexible Spending Accounts (FSAs) for medical and dependent care expenses
401(k) retirement plan
Life insurance as well as short-term and long-term disability coverage