Administrative Assistant

vTech can help you avoid the daunting task of writing and posting job offers, shifting through resumes and laboring through the lengthy interview process. Our Staffing solutions will allow you to elude those tasks and place topnotch, high-caliber professionals in the position you need to fill.

We use our expertise, knowledge, and global resources to deliver top-quality candidates and tailor our IT and Non-IT recruitment services to your needs. This allows us to deliver the required results in a timely manner that meets your schedule at a substantially reduced cost.

We pride ourselves for having one of the fastest growth rate and also the lowest turnover rates in the industry just 2.5 percent annually. We focus on the training and retaining qualified professionals with high personal and work ethics. With the help of our extensive database of internal candidates and CATS applicants tracking system, we can provide quality resources within the limited time frame.

We have also successfully placed hundreds of candidates in the areas related to Information Technology, Engineering, professional, Scientific & Clinical, etc. for both our commercial and government clients.

1. Source: A recruiter sources candidates from various sources; the search starts from our proprietary database. Using advanced sourcing methods like social media, professional networking media, internal, and 3rd party job boards, we identify qualified candidates.
2. Validate: A recruiter validates the candidates’ experience and skill sets against our client’s position.
3. Initial Screening: Based on the position and the client’s work culture, the recruiter uses initial screening questions to determine the most suitable candidates.
4. Submit: the recruiter will submit to the technical team qualified candidates who have passed the initial screening.
5. Technical Screening: The technical team then prepares a matrix of the particular requirements and required experience for the position and using a list of questions and the results, re-validates the candidates’ technical skills.
6. Background Check: Administrative personnel will provide a detailed background check, as required, per client agreement.
7. On board: On successfully completing the above steps, the candidates are welcomed on board and assisted to ensure a smooth integration at the client’s location.

Position details:

Job Title: Administrative Assistant
Location: Astoria Queens, NY

Duration: 12 Months (Strong possibilities of extension)

This role will provide site administrative support for Operations at our client's side in Astoria Queens. This plant is a busy commercial operation and is one of the cleanest, most efficient plants that sustains the power demands New York City and its boroughs.

This role requires a self-starter that is motivated and well organized with a positive attitude and the ability to provide administrative and office support in a challenging and fast paced environment of energy.

Job Functions & Responsibilities

• Keep an accurate up-to-date calendar for Senior Manager. Schedule travel and important daily meetings including independently determining priority for conflicting schedules.

• Screen and respond to phone calls and email as appropriate.

• Coordinate Department meeting arrangements including agendas, notes and follow-up.

• Generate reports, handle multiple projects, and prepare and monitor various reports.

• Close work orders in Maximo and IBM Computerized Maintenance Management system.

• Enter labor hours into work orders

• Scan, upload and create links for work orders and other documents in Maximo, Share Point, and network drives.

• Maintain Share Point web site for region

• File, log, track and update spreadsheets for a variety of Safety, Environmental, Operations and Maintenance documents and reports.

• Partner and network with other administrative support personnel in order to collaborate, obtain information, solve problems and get things done.

• Schedule meetings and site visits, as needed.

• Track all progress in centralized data management tool, and provided regional progress reports as needed.

Skills

• Excellent communication and interpersonal skills.

• SharePoint technical skills and proficiency is a must have skill

• Experience with an Enterprise Content Management System/Records is desirable

• Strong technical skills and including proficiency with MS Excel, Word, and PowerPoint.

• Knowledge of Maximo and SAP preferred

• Excellent oral and written communication skills.

• Proven working experience in administrative support

• Self-motivated and well-organized with a positive attitude towards challenges and the ability to set and meet deadlines

• Ability to work with sound judgment to successfully prioritize multiple tasks

• Enthusiasm to participate in and support an operations team in a fast paced environment

Education and Certifications

• A Bachelor’s degree from an accredited college is preferred.

• In lieu of degree, minimum of 5 years of secretarial experience in progressively demanding environment and High School Diploma or equivalency, two year degree.

• 5-8 plus year of proven administrative and office support.

Work Schedule

Monday through Friday

8 hour work day

Paid for time worked only; there are no paid holidays, vacation or sick days

Overtime is not permitted unless authorized in advanced.

All your information will be kept confidential according to EEO guidelines.