Admin - Office Services (Project Management)

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity. 

 

Essential Duties:  

• Facilities coordinator – responsibilities including but not limited to coordinating with property management for day-to-day maintenance and repairs; employee relocation; procurement of services i.e., furniture, cabling, break service, office supplies, shipping, mail, conference rooms, after-hours, and emergency contact  
• Greets executives, customers, suppliers, job applicants and all other visitors entering the lobby. Directs visitors of contacts appropriate personnel for visitor escort, following facility security procedures and ensuring customer service. Ensures that the reception area is maintained orderly. 
• HSE location representative and VPP Committee member 
• Cost control and approval of facility expenditures Records retention 
• Assist Administrator for third party vendor site for promotion products 
• Assist Administrator for company travel and expense platform 
• Assist Administrator for company card programs 
• Administrative Assistant responsibilities include extensive scheduling and travel arrangements (domestic and international); composing and editing correspondence, reports, organizational charts, and presentations. Maintain documentation as required. Develop and maintain relationships with internal and external clients and partners. Plan, budget, and manage small and large meetings and events, occasionally on a global platform and/or in a virtual setting including contracting with third party vendors. Handle administrative details and routine issues independently, timely with close attention to detail such as invoices, expense reports, general correspondence; act as liaison with operations personnel for obtaining signatures, communications, etc. 
• Use judgment and decision-making abilities on behalf of executive management. 
• Assist in coordinating employee events including Safety Day, all-hands meetings, and charitable giving 
• Initiate and coordinate tasks/projects between corporate departments or operations 
• Any project assigned by executive management as requested 

 

Skills and Experience:  

• Direct experience with knowledge of global business functions, procedures, terminology, and interrelationships. Related experience with thorough understanding of accounting, invoicing, customer service, and human resources practices, processes, and systems. 
• Good financial aptitude with grasp of business concepts. Excellent judgment and decision-making abilities. Ability to identify problems and present well thought out, workable solutions. 
• Advanced PC Skills including proficiency in MS Office Suite. Ability to develop spreadsheets and presentations and modify formats to complete assignments and recommend improvements. 
• Ability to maintain data integrity, extract data, perform calculations and prepare reports accurately and timely. Ability to maintain confidentiality with sensitive data. 
• Effective communication skills (verbal, written, listening and presentation) with good vocabulary, good grammar, and the ability to independently compose written communications. Good telephone etiquette. Strong interpersonal skills with the ability to communicate and build rapport with all personnel levels, external customers, suppliers, and organizations. 
• Ability to handle diverse tasks simultaneously, work effectively with interruptions and meet deadlines under intermittent supervision. Must demonstrate ability to work in a team environment and demonstrate prominent levels of integrity and ethics. Willingness to assume new responsibilities ready and provide leadership, as necessary. Accessible after hours as required. 

 

Working Environment:  

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand, walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities 

required by this job include close vision, distance vision, color vision, and ability to adjust focus. 

Educational Requirements:  

High school diploma or GED plus additional specialized courses or Associates Degree in related field with at least 6 years administrative experience.  

   

Total Safety and its subsidiaries afford equal opportunity in employment to all individuals regardless of race, color, religion, sex, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. Total Safety is an Equal Opportunity Employer.  

 

 

Administration