Field Services Administrative Assistant at Material Handling Systems

Posted in Other 9 days ago.

Location: Louisville, Kentucky

Job Description:

Founded in 1999, MHS is a full-service provider of innovative material handling systems that solve the challenges of distribution and fulfillment operations. We build, engineer and maintain systems for some of the biggest companies in the world, including UPS, FedEx, Walmart, Amazon and others. MHS is already one of the 10 largest material handling system suppliers worldwide, and we only expect to continue growing. We're looking for top talent to be part of the journey.

Providing administrative support to ensure efficient operation of the of the department. Supporting directors, managers, and coordinators through a variety of tasks related to organization and communication.

Must have experience with Adobe, Excel, Outlook, and PowerPoint. Can work in an extremely fast paced environment, self-start, and have exemplary organizational skills.

Day to Day Office Functions

  • Overseeing the day to day office operations. Ordering of office supplies, scheduling copier service, contacting maintenance.

  • Greeting visitors and directing them to the appropriate person within the department.

  • Shipping and receiving of all packages and mail to and from Field Services.

  • Assisting in the scanning and filing of documents.

  • Manage department Staples and/or Amazon Account

  • Creating welcome packages for new hires.

Assisting Directors and Managers

  • Scheduling meetings, booking and prepping conference rooms

  • Assisting in the preparation of meeting agendas and PowerPoints

  • Ordering catering, making dinner reservations and scheduling events

  • Taking meeting minutes when applicable

  • Composing emails to the field per the directors/managers instructions

Assisting Regional Field Coordinator

  • Assisting in the management of the department credit card by tracking invoices, receipts and folios; preparing an expense report for end of the month statement.

  • Assisting in the management of the company vehicle fleet by scanning and mailing documents and tag stickers to the appropriate jobsites.

  • Assisting in all electronics request, shipping and tracking distribution to field employees.

  • Ordering and shipping of labor posters

  • Equipment Training and Safety Sticker Distribution and tracking

  • Negotiating corporate rates with local hotels in all new project areas, tracking rates and locations

  • Assisting in the filing and recording of timesheets and manhours

  • Assisting with customer badging paperwork

  • Rostering employees to assigned projects

This job description describes the general nature and level of work expected of a person assigned to this position. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. Employees may be required to perform any other job-related duties as requested by their supervisor.

It is the policy of Material Handling Systems, Inc (MHS) and its affiliated companies to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or pregnancy-related condition, status with regard to public assistance, veteran status, citizenship status (if authorized to work in the U.S.), or any other characteristic protected by federal, state or local law. In addition, MHS will provide reasonable accommodations for qualified individuals with disabilities.

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