Administrative Assistant

Overview

Actalent has an immediate opening for an Administrative Assistant / Business Support Associate at out Addison, TX office!

Job Summary :

The Business Support Associate is responsible for providing timely and value-adding customer service to our customers including, but not limited to candidates, contract employees, clients and internal partners (both in the field office and corporate or center).

This is a customer-facing role that will require ongoing support of customer interactions, problem resolution, and maintaining general office operations, via telephone, email, and in-person.

Key Responsibilities :

Contractor and Client Onboarding

• Support candidate onboarding process, including I-9 form review and completion and validating I-9 documentation, providing assistance with pre-employment paperwork completion, distributing PPE and other assets as needed
• Support client onboarding process, including driving AT&E utilization
• Manage contractor compliance with key E-Verify requirements (. expired documents, expired compliance)
• Assist with contractor training and certification requirements

Lifecycle Management

• Serve as contact for contractor questions, and facilitate communication to the center through ACT and Cases to help resolve onboarding or payroll and invoicing issues (adjustments, lost checks, invoice issues, with a goal of ensuring customer satisfaction and timely resolution
• Partner with the center through Cases to update contractor records for address updates, direct deposit changes, etc.
• Manage the processing of live paychecks
• Manage contractor travel booking requests
• Direct unemployment filing questions and workers compensation inquiries to the proper teams for resolution

Operational Support Activities

• Provide outstanding front office customer service (telephone and reception area)
• Partner with talent acquisition to manage internal onboarding for all field office / on-premise hiring, including I-9 and onboarding paperwork completion, setting up desk, etc.
• In partnership with BSS, manage internal payroll process
• Asset distribution and collection for new internal hires and terminations
• Maintain outstanding levels of administrative support to all internal and external employees and resolve issues related to process and technology questions
• Serve as primary liaison between field office producers and corporate or center-based teams, and find opportunities to drive partnerships between the center and field employees
• Provide education and accountability to field office / VOP producers around important processes, including timely ESF submittal, timely CRG submittal, timely finish ESF submittal, etc.
• Serve as point of contact for real estate communications (support any in-office updates / moves / installations), and property management
• In partnership with BSS, manage office purchasing (P-card reconciliation) and vendor management (copier maintenance, kitchen appliance service,
• Order, maintain and organize all office supplies, manage mailing and shipments, and file and maintain office paperwork and office directory

Competencies :

• Ability to prioritize, organize, problem solve and meet deadlines and goals
• Ability to communicate effectively and provide follow up
• Capability of working in a team-oriented environment and deliver / receive honest feedback
• Thorough knowledge of business policies and human resource practices
• Excellent written / oral communication and interpersonal skills
• Strong decision-making ability
• Ability to build strong partnerships with all internal customers, both locally and in our corporate and center-based locations
• Integrity and ability to maintain confidentiality and personal credibility
• Ability to tackle complex issues and develop innovative, practical solutions
• Understanding of the Allegis organization; context, complexity, dynamics, key issues and drivers
• Understanding how information impacts the operating company and how data will be used to support operating company decisions
• Action and detail oriented; able to prioritize while handling multiple tasks

Qualifications :

• 1 + years' experience in a customer service-related position
• Associates degree or two years of applicable experience in customer service

Personal Attributes

• Team player
• Tactful and diplomatic
• Self-starter / initiator
• Critical thinker
• Seeks growth and self-improvement
• Flexible
• Resilient / composed
• Self-aware

About Actalent

With global headquarters outside of Baltimore, MD, Actalent has an existing network of almost 30,000 engineering and sciences consultants and more than 4,500 clients across the .

Canada, Asia, and Europe, including many of the Fortune 500. We give clients access to specialized experts that drive scale, innovation, and speed to market, supporting engineering and science initiatives that advance how companies serve the world.

An operating company of Allegis Group, the global leader in talent solutions, Actalent launched as a new specialized engineering and sciences talent services and workforce solutions brand in 2021.

Our Culture

The Actalent experience is one of high standards for professional and personal growth, integrity, and inclusivity. Everyone has ownership in the Actalent culture.

We ask each member of our team to help us build our culture by :

• Bringing their best selves to work every day in terms of caring, competitive spirit and character
• Leading by example and working with purpose and pride
• Committing to fostering an inclusive and safe workplace where everyone can be their authentic selves

Our Commitment

Actalent is an equal opportunity employer. We understand the power of a diverse team, celebrate differences, and promote inclusive and accessible environments.

To support our colleagues in being their authentic selves and give everyone opportunities for allyship, we offer a range of employee resource groups.

• Actalent PRIDE
• Empowered Women at Actalent
• BIPOC
• Military and First Responder
• Strong Voices (Bringing people of color together to successfully build relationships through mentorship and high performing partnerships)

Our Corporate Social Responsibility Strategic Partnerships

We form alliances with diversity related national organizations for the contributions they make to the communities we serve, their ability to help our organization make an impact on diversity recruitment in the marketplace and the development offerings they have for our internal employees and consultants.

See below for a list of current strategic partners :

• BEYA Black Engineer of the Year Awards
• SHPE Society of Hispanic Professional Engineers
• Women of Color Stem Conference
• Linkage’s Women in Leadership Institute
• Girlstart
• SAE Foundation
• SMASH
• National Urban League
• SASE Society of Asian Scientists and Engineers
1 day ago