We are seeking a part-time administrative associate to assist with the daily office operations at our Louisville, CO location. This role requires flexibility, strong organizational skills, initiative and the ability to work with little supervision and/or to seek out appropriate resources within the company.

Duties and Responsibilities

Office Operations:

  • Provide front desk support that includes greeting visitors, managing incoming calls, mail and deliveries, maintaining office calendars and updating the office roster
  • Keep the office and kitchen areas organized and clean; order and dispose of furnishings and equipment as required; coordinate with the landlord and vendors for repairs and maintenance, improvements, expansions and moves
  • Purchase office, kitchen and project supplies as needed. Manage office vendors and track and submit the details for each purchase, including the charge code, cost, purpose and attendees to Accounts Payable. Monitor and track office operational budget and annual expenditures
  • Coordinate meetings and staff events, arranging for facilities, equipment and refreshments
  • Assist IT staff with maintaining network equipment and troubleshooting staff computer and network issues
  • Provide new hire on-boarding orientation training, return of new hire paperwork, business card orders, drafting of Nexant resume and ordering and set up of new workstation and equipment. Assist HR with exit paperwork for staff terminations
  • Maintain local New Hire Manual, Emergency Contact List, Emergency Safety Procedures and other office reference materials
  • Maintain office and project electronic and paper records per business unit filing conventions. Follow records management procedures to organize, track, transfer and close-out hard copy and electronic project files as dictated by client contracts
  • As local safety coordinator, inspect the office for safety hazards, report health and safety incidents and maintain and distribute emergency procedures to staff
  • As local Equipment Coordinator, order, organize, inventory and manage the check-in and check-out of engineering equipment. Ship out equipment for regular calibration or project requirements.

Executive and Project Support:

  • Prepare expense reports, distribute meeting notes and make travel and meeting arrangements for managers
  • Download and setup project applications and files, project scheduling/recruiting, map customer samples, delivery of customer satisfaction surveys, data entry into client and internal databases
  • Edit project deliverables for grammar, formatting and content improvements
  • Support larger business unit initiatives such as creation of user guides and training, shared file management, conference activities, etc.
  • Additional responsibilities as needed.

Qualifications

  • Associate's or Bachelor's degree preferred, or equivalent work-related, administrative and office management experience
  • 4-6 years of administrative experience in a fast-paced, corporate environment
  • Excellent analytical, time management and organizational skills. Desire and ability to seek out opportunities for assisting staff and improving office efficiency.
  • Communicate and work effectively with all levels of local and remote staff, as well as outside vendors, consultants and clients
  • Maintain confidentiality on issues as required, to prioritize and deal with diverse objectives and duties while effectively interpreting and communicating corporate policies
  • Strong proficiency with M.S. Word, Excel and Power Point as well as G-Suite including Gmail and Drive. Oracle Fusion a plus
  • Excellent written and verbal communication, and interpersonal skills
  • Strong proficiency in grammatical rules, spelling, punctuation, and required formats
  • Able to work a minimum of 20 hours per week.

Supervision Received:

  • Receives operational direction from responsible supervisor
  • Performs under limited supervision a variety of semi-routine clerical/secretarial duties
  • May maintain contact with senior management, clients and job site personnel as directed by supervisor
  • Handles most routine items independently
  • May receive guidance and direction from others, as appropriate. Supervisor provides specific guidance on special assignments.

Salary and Benefits (U.S.)

Nexant offers competitive salaries based on candidate's qualifications. Nexant also offers three weeks paid vacation per year, eleven paid holidays per year, a 401(k) plan with employee matching funds and an overall comprehensive benefits package.

Nexant, Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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