Administrative Assistant

Requisition ID:102080

Job Category:Administration/Support

Location:TampaFLUnited States

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 70 years of business and technical expertise in mining energy and infrastructureour 10000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe innovative and sustainable we think globally while acting you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional We look forward to hearing from you.

As part of our Shared Services group comprised of Finance Marketing Communications Human Resources Commercial Legal and Facilities we support the business achieve their goals through a range of strong technical capabilities. We ensure delivery of services through the skills of our people methodologies and systems.

Hatch is seeking an Administrative Assistant in Tampa FL to perform a wide variety of administrative support functions; apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information preparing reports and providing liaison between management other organizational units and external customers.

Principle Duties and Responsibilities:

• Serve as the primary point of contact for all front desk and office operations including visitor reception mail distribution deliveries and vendor coordination.
• Manage incoming calls voicemail general inquiries and direct communications to appropriate personnel.
• Track office inventory first-aid supplies emergency equipment and workplace resources to ensure operational readiness
• Coordinate office equipment maintenance service contracts repairs consumables and vendor relationships for printers plotters coffee machines and other office equipment.
• Manage incoming calls voicemail general inquiries and direct communications to appropriate personnel.
• Responsible for scheduling meetings. Schedule and coordinate meetings training sessions and office events while managing complex scheduling requirements and multiple participant calendars.
• Assures work is performed in a safe and professional manner by following established safety operating and emergency response procedures.
• Process and code corporate expenses receipts invoices and expense reports using SAP Concur while ensuring compliance with company procedures and cost allocation requirements.
• Maintain office operational binders procedures manuals templates and administrative documentation for business continuity and cross-training purposes.
• Organize company events employee recognition activities lunches holiday celebrations charitable events team-building activities and office gatherings
• Coordinate catering orders food deliveries and hospitality arrangements for meetings and events.
• Perform administrative functions such as document formatting invoicing filing. data entry etc.
• Coordinate facility-related requests maintenance issues building vendor services work orders and property management communications.
• Support employee onboarding activities badge requests business card requests office orientation and workplace logistics.
• Maintain confidential information and records while exercising discretion and professionalism.
• Administer monthly compliance reporting including ISNetworld submissions and client scorecard tracking.
• Prepare edit format and distribute correspondence reports presentations spreadsheets invoices and other business documents.
• Perform additional administrative operational and office management duties as assigned to support business operations.
• Maintain a clean organized and professional appearance of the front office lobby and breakroom areas. Regularly clean and maintain the front entrance glass doors and other common areas to ensure a welcoming environment for employees and visitors.
• Coordinate and decorate office common spaces for major holidays seasonal events and company celebrations throughout the year.

Knowledge/Skill/Ability Requirements:

• Associates Degree in Business Administration or related field.
• Strong organizational planning and project coordination skills.
• Highly proficient with Microsoft Office (Word Excel PowerPoint Etc.).
• Excellent communication customer service and interpersonal abilities.
• Experience coordinating meetings events travel arrangements and executive or management support activities.
• Ability to work independently exercise sound judgment and maintain confidentiality.
• Ability to prioritize competing deadlines and manage multiple projects simultaneously.
• Excellent resourcefulness and ability to work independently with minimal supervision.
• Strong problem-solving vendor management and relationship-building skills.
• Ability to learn and administer specialized systems and platforms including scheduling compliance and reporting applications.

Reports to the Tampa Office Manager and Facilities Manager - US Region

Why join us

• Work with great people to make a difference
• Collaborate on exciting projects to develop innovative solutions
• Top employer

What we offer you

• Flexible work environment
• Long term career development
• Think globally work locally

Dont meet every single requirement You dont need to. At Hatch we are building a diverse inclusive workplace that fosters innovation. If youre interested in this role we encourage you to apply even if your past experiences dont perfectly align with the skills weve listed.

Were committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age race color national origin citizenship religion creed gender sexual orientation marital status disability veteran or any other protected status. If you have any accommodation requirements please let us know. Well do our best to meet your needs in accordance with applicable local legislation.

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