Senior Administrative Assistant

KIHOMAC, Inc.; Byron; On-site; AUD 30,000 - 44,000; Full time

Benefits offered by this job

Health plan

Retirement plan

Life insurance

Paid time off

Disability insurance

Training & development

Wellness resources

Job summary

KIHOMAC, Inc. seeks an experienced administrative professional to lead office staff management, scheduling, mail handling, and procurement coordination in a DoD-focused setting. Requires strong MS Office skills and a professional demeanor.

The role entails coordinating facility repairs, vendor quotes, and conference room setups while maintaining organized records and document controls. 5+ years in management support preferred; US citizenship and potential clearance may be required.

Qualifications

• 5+ years of experience supporting management personnel.
• Experience supporting management personnel within the DoD preferred.
• Ability to coordinate facility repairs.
• High proficiency in Microsoft Office Suite.
• Professional appearance and demeanor; strong written and verbal communication.
• Ability to multi-task, prioritize, and work independently.

Responsibilities

• Perform administrative and office staff management functions, including scheduling and appointment management.
• Take delivery of mail and couriered packages; assist with vendor quotes.
• Maintain organization of office common areas, break room, and supply room; schedule/conduct conference room setup.
• Coordinate facility repairs and manage service contracts/contractors.
• Track CD/DRL deliverables and ensure documentation accuracy; maintain configuration control of documents.
• Other duties as assigned.

Skills

Office management

MS Office proficiency

Communication skills

Customer service

Security clearance eligibility

Education

Associate’s Degree in managerial field

Bachelor’s Degree in managerial field

Tools

Microsoft Outlook

Microsoft Office

Job description

Expertise and Functions:

• Perform administrative and office staff management functions, including scheduling and appointment management (using Microsoft Outlook or equivalent tools), telephone answering and message taking, faxing, copying, word processing and presentation preparation, suspense and task tracking, assisting with timecard record keeping

• Take delivery of mail and couriered packages
• Assist with requesting quotes from vendors
• Assist with organizing and documenting receipts for company credit card vouchers

• Maintain organization of office common areas, break room, and supply room
• Schedule and set up conference room for both company and customer functions – planning/purchasing food and refreshments as needed
• Order day-to-day consumable office supplies as needed
• Assist in development/coordination/scheduling of office sponsored events, such as family days
• Manage facility needs such as waste management, preventative building maintenance, custodial and landscaping needs; handle associated service contracts, and supervise associated contractors
• Allocate office space according to needs; procure any needed office furniture
• Obtain quotes and submit requests for purchases and upgrades for the building
• Track Contract Data Requirements List (CDRL) deliverables from preparation through approval while keeping stakeholders informed
• Review, submit, and file reports, spreadsheets, agreements for consistency and accuracy in accordance with policies, directives, regulations, and guidance while maintaining configuration control of documents, as requested
• Other duties as assigned

Education/Training:

• Associate’s Degree in a managerial field required
• Bachelor’s Degree in managerial field preferred
• Educational requirement may be waived with 5 years of experience in addition to requirement below

Experience:

• 5+ years of experience supporting management personnel
• Experience supporting management personnel within the DoD preferred
• Ability to coordinate facility repairs
• High proficiency in Microsoft Office Suite
• Professional appearance and demeanor
• Excellent customer service attitudeAbility to multi-task, prioritize, and work independently
• Strong written and verbal communication skills

Security:

• Must be a US citizen
• Ability to obtain a security clearance may be required

Physical Requirements:

• Prolonged periods sitting at a desk and use of computer screens
• Frequent wrist, hand, and finger movements using a keyboard, mouse, and handwriting
• Must be able to lift up to 20 pounds at times

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Short Term & Long Term Disability
• Training & Development
• Wellness Resources

Salary:

The projected salary range for this position is $15 -$22/hr. This is not a guarantee of compensation, rather actual salary will be based on experience, qualifications, and applicable certifications or degrees held. Offered salary may fall outside of this range.