Administrative Specialist

Job Description

Job Description

Salary :

Administrative Specialist

BUSINESS UNIT : CCR Business Services

FUNCTION : Support Services

REPORTS TO : Director of Organizational Experiences

CLASSIFICATION : Exempt

LOCATION : Cedar Rapids, IA - This is an in office position Monday-Friday, 8 : 00-4 : 30pm, and may require some afterhours support for travelers as needed.

EDUCATION : High School diploma or equivalent

EXPERIENCE : 5+ years of experience

Who We Are Looking For

CCR builds and delivers innovative technology solutions and products for partners local and across the globe.

Our ideal candidate thrives in an innovative and agile environment and is a go-getter who works collaboratively and partners across matrixed teams to plan, implement, and support our technology by developing strong relationships.

This role will play a vital role in ensuring the smooth operation of our office environment. The responsibilities will encompass a range of administrative tasks, with a focus on providing exceptional customer service and supporting internal communications processes.

What You’ll Accomplish and Experience

Front Desk Management : Serve as the first point of contact for visitors, clients, and vendors by greeting them warmly and directing them to the appropriate personnel or department.

Manage the front desk area professionally, ensuring a welcoming atmosphere at all times.

Answering Phones : Handle incoming phone calls in a timely and courteous manner. Assist callers with inquiries, provide information, and route calls to the appropriate staff members as needed.

Take detailed messages and ensure they reach the intended recipients promptly.

Scheduling and Calendar Management : Assist with scheduling appointments, meetings, and conference calls for team members.

Maintain and update calendars to ensure accuracy and efficient use of time.

Office Supplies and Inventory Management : Monitor and maintain inventory of office supplies, placing orders as needed to ensure adequate stock levels.

Keep office supplies organized and accessible to staff members.

Contributing to Internal Communications : Assist in the development and dissemination of internal communications materials, including newsletters, feature stories, and announcements.

Help maintain the company intranet and other internal communication channels.

• General Administrative Support : Provide general administrative support to various departments as needed, including photocopying, filing, data entry, and other tasks as assigned.
• Assisting on Special Projects : Collaborate with team members to provide administrative support for special projects as needed.

This may include research, data analysis, presentation preparation, and coordination of project-related activities. Assist in ensuring that special projects are completed on time and within budget, contributing to the overall success of the initiatives.

Meeting and Event Planning Support : Assist in coordinating meetings, conferences, and events by scheduling venues, arranging catering, preparing materials, and managing RSVPs.

Provide logistical support before, during, and after events to ensure they run smoothly and efficiently. Work closely with the events team to execute successful gatherings that align with company objectives and standards.

Expense Management : Assist in managing expense reports and reimbursements for staff members. Collect receipts, verify expenses, and process reimbursement requests in a timely and accurate manner.

Maintain organized records of expenses and reconcile discrepancies as needed. Collaborate with finance and accounting departments to ensure compliance with company policies and procedures related to expense management.

Vendor Management : Serve as a point of contact for vendors, maintaining positive relationships and ensuring timely communication regarding orders, deliveries, and service agreements.

Assist in sourcing new vendors, negotiating contracts, and evaluating vendor performance. Coordinate with relevant departments to fulfill procurement needs and ensure that vendor services meet quality standards and budget requirements.

Company Travel Coordination : Act as the lead point of contact for employees traveling on behalf of the company. Assist in arranging travel itineraries, including flights, accommodations, and transportation.

Provide guidance on travel policies and procedures, ensuring compliance with company guidelines and travel budgets. Offer support to travelers before, during, and after their trips to address any issues or concerns that may arise.

Desirable Previous Experience

• Proven experience in an administrative role, preferably in a fast-paced office environment.
• Excellent communication skills, both written and verbal.
• Strong customer service orientation with a friendly and professional demeanor.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to multitask, prioritize, and manage time effectively.
• Strong attention to detail and organizational skills.

Why CCR

CCR is a privately held corporation that was founded in 1986 that provides technology services to large and small businesses nation-wide from our location in Cedar Rapids, IA.

Our achievements include :

• Top quartile revenue growth for each of the last 5 years as per the worldwide Service Leadership Index® precision benchmark.
• Nationally recognized as Great Place to Work 8 years in a row
• 10-years consecutively listed on Inc. 5000 - Fastest Growing Privately Owned Companies in America
• 7-year consecutive top 100 listing on MSPMentor 501 internationally
• Nationally awarded Platinum HIRE Vets Medallion (2020, 2021, 2022)
• Finalist or Winner from Technology Association of Iowa for the following :
• IT Service Provider of the Year (2021, 2020, 2019, 2018, 2017, 2016, 2014, 2013)
• Top Growth Company of the Year (2017)
• Best User of Technology (2015)
• Technology company of the year (2022,2015, 2014, 2013)

Learn more about CCR and our values : https : / / ccr.net / about -us /

CCR offers a unique work-life balance and environment. Our competitive benefits package includes free daily lunch for employees, gym membership reimbursement, health, dental, and vision insurance, paid time off and paid holidays, a 401k program, quarterly profit sharing, short & long term disability and life insurance and lots of development opportunities to help you grow your professional career.

Learn about our culture : http : / / reviews.greatplacetowork.com / circle -computer-resources-inc.