Office Administrator - Remote from System One

Practice Group Administrator

SUMMARY OF FUNCTIONS:
Perform operation support functions for a local or regional staffing office including collection of time and labor, expenses, invoices, and general record keeping. Working knowledge of System One’s policies and procedures is essential to consistently apply this knowledge.

This is a remote role.  However, individuals will train in our San Antonio office and may need to go into the office from time-to-time.

Financial Client Services:

1. Maintains and distributes vital information to billable employees including entering Time and Expenses.
2. Provides training and enforces policies to billable employees on processes.
3. Maintains client approver and billable employee information.
4. Receives and verifies accuracy of completed time card data from active billable employees.
5. Ensures client or internal approval is received for each timecard record.
6. Enters timecard data and validates information into roster for processing active billable employees.
7. Completes and maintains project set-up information for new job orders.
8. Acts as first-line customer service representative with billable employees and clients to resolve issues.
9. Uses Company-sponsored software tools to communicate information to the Client Services office.
10. Codes, audits, and approves accounts payable invoices and submits to Client Services.

Human Resource Functions:

1. Manages active population of employee base.
2. Submits Payroll Status Change Forms to update billable employee records.
3. Issues on-boarding paperwork to new hires and ensures that employment forms are completed.
4. Handles day-to-day billable employee issues.
5. Communicates with employees on an ongoing basis to determine status of current assignment.
6. Assists recruiting staff with applicant tracking.
7. Forwards all HR and Payroll-related documents to the Client Services office.
8. Responds to all audit and review questions.

Local Office Functions:

1. Generates statistical reports for field management.
2. Works with other administrative personnel to accomplish organizational goals.
3. Performs special projects as assigned by field management.
4. Demonstrates the ability to handle multiple tasks with maturity and little or no supervision.
5. Manages inventory of company collateral, business cards, letterhead, and other printed materials.
6. Makes limited decisions and establishes work priorities on procedure-oriented operations.

Requirements:

1. Highly detail-oriented with excellent data entry skills.
2. Ability to multitask and meet established deadlines.
3. Previous administrative experience in a busy office or customer support center required.
4. Ability to interface and work in a professional manner well with all departments within the company.
5. Demonstrates the ability to communicate effectively and professionally with internal/external customers.
6. Possesses a high degree of proficiency with Microsoft Office products.
7. Associates Degree in Accounting/Business, preferred.
8. Highly detail-oriented with excellent data entry skills.
9. Ability to multitask and meet established deadlines.

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