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Administrative Specialist
Administrative SpecialistIPC Industries LP • Santa Fe, TX, US
Administrative Specialist

Administrative Specialist

IPC Industries LP • Santa Fe, TX, US
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Job Description

Job Description

Responsibilities : Timekeeper :

Daily :

  • Utilize IPC’s electronic timekeeping system reports to review time punches, job #s, location, and groups daily for assigned employees
  • Ensure that hours are correctly recorded for jobs / projects, location, and groups.
  • Troubleshoot and resolve time discrepancies on employee timesheets
  • Reconcile time reports to client systems if applicable
  • If applicable, record and submit timekeeping overrides for client approval
  • Allocate indirect employees’ time across applicable jobs in IPC’s electronic timekeeping system
  • Run timekeeping import files and import into client’s system as applicable
  • Other duties as assigned

Weekly :

  • Balance hours between IPC’s electronic timekeeping system and client systems
  • Notify payroll when hours are balanced and ready for payroll upload
  • Run client system reports to update billable amounts (labor and equipment) to IPC’s invoice listing
  • General Administrative Responsibilities (Receptionist) :

  • Greet all visitors to the corporate office
  • Manage multiple phone lines by answering incoming calls, directing them to the appropriate departments, and taking detailed messages to ensure accurate and timely delivery to the correct recipients
  • Accept and distribute incoming mail
  • Scan and file human resource, safety, and job-related documents
  • Oversee and maintain office and kitchen warehouse supplies inventory. Notify purchasing of items needing to be ordered
  • Run occasional local errands
  • Maintain communication with senior management
  • Other duties as assigned
  • Human Resources Support :

  • Assist with general HR duties, onboarding, scheduling and tracking of training.
  • Schedule training with third party vendors
  • Other duties as assigned
  • Purchasing Support (as needed) :

  • Process purchases requisitions
  • Email purchase orders to appropriate vendors
  • Scan and e-file procurement related documentation
  • Assist Human Resources with training documentation and HR duties / onboarding
  • Skills :

  • Strong Microsoft Office (Word, Excel, PowerPoint, Visio, Outlook)
  • Ability to communicate effectively in verbal and written form
  • Ability to work autonomously or collaboratively
  • Customer service and detail oriented
  • Punctual
  • Excellent time management skills with the ability to meet deadlines
  • Advanced reasoning and organizational skills with the ability to handle multiple assignments
  • Bilingual
  • Experience / Qualifications :

  • Must have high school diploma or GED
  • Minimum 3 years of experience in a high-volume work environment
  • Must be able available to work evenings and / or weekends as needed
  • Experience with TRACK preferred
  • Must have a valid Texas driver’s license
  • Must successfully pass background, drug / alcohol testing
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    Administrative Specialist • Santa Fe, TX, US

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