Administrative Assistant - Onsite

Title: Administrative Assistant - Onsite

Mandatory skills:

• administrative support,
• IT applications,
• Microsoft Suite, Excel,
• customer service, customer support,
• New Employee Orientation, Onboarding process,
• market requirements, inventory, ordering process,
• invoice, payments, supplier invoice, payroll,
• MyBuy, S4HANA,
• confidential documents, confidential information,
• document retention, cashiering documentation

Description:

RESPONSIBILITIES / ACCOUNTABILITIES:

• Provide a high level of customer service to both internal and external customers in person and via email or telephone
• Supporting New Employee Orientation and Onboarding processes in compliance with market requirements
• Process location invoice/payments for supplier invoices via client processes (MyBuy or S4HANA)
• Manage uniform inventory and ordering process for frontline employees
• Maintain confidentiality of confidential documents and information
• Comply with company document retention records policy as it relates to payroll-related information
• Other administrative and customer support responsibilities as assigned
• Provide planning & execution support for company events, such as team meetings, retirement parties, and employee recognition opportunities
• Serve as the mobile device location process owner, which involves managing mobile device inventory, enforcing company policies and expectations surrounding mobile devices, and troubleshooting mobile device issue
• Serve as the primary back-up to complete daily cashiering documentation, which includes running reports, maintain a log of cashiering activity, and retaining appropriate documentation.
• Act as backup for Cashier during vacations, personal and sick days.

Qualifications/Requirements:

• Assoc Degree preferred.
• 3+ years of experience providing administrative support
• High level of computer proficiency and ability to become proficient in multiple IT applications
• Microsoft suite knowledge and excel skills a must
• Must be a strong team player and assist others when necessary
• Excellent written and verbal communication skills
• Experience in prioritizing work and multi-tasking, with a strong sense of urgency
• Outstanding organization, time management, and follow-up skills
• Responsible and reliable
• Self-motivated and proactive
• Aptitude to work with minimal supervision set goals, create and implement action plans, and monitor progress toward goals

Notes:

• 8am - 4pm eastern standard time M-F

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

Account co-ordinator: Sekhar Radhakrishnan

VIVA USA INC.

3601 Algonquin Road, Suite 425

Rolling Meadows, IL 60008

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