Job Description
TITLE: Project/Operations/HR Support
LOCATION Ballston Spa, NY and remote (Hybrid – 2 days/week on-site)
HOURS PER WEEK: Full-time/40 hours (additional hours may be required based on the needs of the business and workload at various times).
PAY RATE: Annual base salary of $63K plus a non-discretionary bonus paid in quarterly increments based on Management by Organization (MBO) metrics.
SCOPE OF WORK/JOB DESCRIPTION
Under the direction of the VP of Operations this position provides support for the company. This position will also back-up the VP of Operations during absence and oversee/delegate work of junior administrative staff. This position is responsible for handling highly confidential and sensitive information. Independent judgment, the use of AI to automate process and ability to think outside the box is required to plan, prioritize, and organize a diversified workload and relations at all levels of the organization. This position offers a career path for advancement and the ability to earn various certifications. Tasks will include:
Operations:
- Monitors multiple email accounts and saves/processes information accordingly.
- Organizes and prioritizes large volumes of information.
- Sets up, monitors, and maintains business web portals.
- Assist staff as needed with application support (i.e. Adobe, MS applications, ATS, etc.).
- Compiles multiple reports, inclusive of bid wins vs. loss, NYC MWBE awards and others.
- Maintains bid (i.e., RFP, RFI, RFO, RFQ, etc.) details on tracking sheet, ATS and SharePoint repository and updates changes as necessary.
- Facilitates weekly Bid Review meeting, notates action items/updates, tracks related timelines, and reminds team of upcoming dates.
- Submits bid information/documentation according to timelines (i.e., gather and submit questions, send in no bid forms, assist with forms etc.).
- Assists with bid response preparation and submittal including reformatting and review of resumes for bid responses and submission to clients as requested.
- Maintains documentation of contracts, project related artifacts in ATS and SharePoint repository.
- Maintains corporate WBE certifications.
- Assists with WBE, project and contract compliance reporting.
- Requests and maintain records of FOIA information.
- Maintains listing of TVT certificates of Insurance and subcontractor COIs for 3rd party contractors.
- Assists with IT system functions including processing support issues.
- Maintains list of TVT assets and assists with the coordination of equipment/licensing provisions for staff.
- Keeps Corporate calendar updated with staff birthdays, anniversaries, time off and bid due dates.
- Receives and processes USPS mail, FedEx and UPS deliveries.
- Records and distributes minutes from webinars, conferences, and meetings.
- Answers general phone calls for company and takes messages or fields/answers questions.
- Schedules and organizes activities such as meetings, travel, conferences, and company activities for all members of the company.
- Maintains, and updates company-wide filing systems and retrieves information when requested or as needed.
- Maintains and orders office supplies.
- Performs other duties as assigned and assists other departments as needed (i.e., Finance, HR, Recruiting, etc.).
Human Resources:
- Processes background checks for prospective hires, updates sales/recruiting accordingly. Saves results to staff personnel folder.
- Gathers and processes timekeeping and time sheets for payroll. Saves all time sheets to staff payroll folder. Enters time into payroll portal or on payroll sheet.
- Processes staff time off requests and maintains Time/Attendance PTO tracker. Saves approved requests to staff folder.
- Updates Staff information sheet with all new hires/contractors for EEO and other compliance reporting.
- Coordinates quarterly recognition program with Sales/Recruiting/Operations, prepares resulting certificates and ordering of awards.
- Updates corporate calendar with time off, birthday and anniversary dates for staff and send e-cards and gifts for birthdays, anniversaries and/or special occasions.
- Assists with coordination of annual holiday party and other related events.
- Distributes and files weekly status reports.
Finance:
- Works closely with finance personnel to maintain, and update billing sheet with staff hours, rates, expenses and other related information for processing of monthly billing.
- Bundles times sheets for monthly billing and verifies expense information for consultants.
- Verifies subcontractor invoices against time sheets for accuracy. Requests remediation as necessary.
Recruiting:
- Coordinates job entry with Administrative Assistant.
- Participate in weekly recruiting prioritization meeting.
- Reformats resumes and submits candidates for staff augmentation jobs via email or portal entry.
Required Qualifications:
- Associates degree with related work experience.
- Technical proficiency using computer systems, applications and software associated with administrative work.
- Proficiency using Adobe and MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams and SharePoint) skills.
- Ability to work in a fast-paced, deadline-driven environment.
Preferred Qualifications:
- Bachelor’s degree with two years of related experience.
- Interest or experience in IT and/or the staffing industry.
- Paralegal or procurement experience.
- Notary Public License
Competencies:
- Technical Capacity
- Multitasking
- Remain poised, professional and diplomatic under pressure
- Personal Effectiveness/Credibility
- Accuracy/Thoroughness – attention to detail/quality
- Follow-up and follow through
- Collaboration Skills - Must be a team-player
- Self-starter
- Communication Proficiency
- Flexibility
- Time Management
- Organization Skills
Supervisory Responsibility:
This position has some supervisory responsibilities.
Position Type and Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday 8 a.m. to 5 p.m. Some flexibility in schedule is required based on business demands.
Functional Responsibilities
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Our firm is founded on the values of high integrity, trust, honesty, and commitment. We take pride in providing exceptional value to our clients by supplying and delivering the best project-based and hourly talent across the nation. Tech Valley Talent provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type protected by federal, state, or local laws. This policy applies to all terms and conditions of employment.
Job Tags
Hourly pay, Full time, Contract work, For contractors, Work experience placement, For subcontractor, Local area, Remote work, Monday to Friday, 2 days per week,