Administrative Assistant – Operations

Job Description

The Administrative Assistant is responsible for day-to-day back office and operational support, reporting directly to CGT Staffing’s Chief of Staff. He (she) will aid in the successful transition of incoming consultants via an onboarding and offboarding process, the ongoing oversight of timesheet audits, management of insurance enrollment, accounts payable and receivable, and monthly billing. The ideal candidate will possess excellent verbal and written communication skills in addition to an aptitude for problem solving. This position requires a keen attention to detail and a willingness to operate independently in addressing a variety of operational tasks as they arise.

This is the right role for you if you:

• Enjoy working in a fast-paced environment
• Can adjust to a wide variety of projects as required on a daily basis
• Are self-confident and self-sufficient, willing to address issues as they arise
• Are eager to learn on the job to solve complicated problems across a variety of subjects
• Can manage small-scale decision-making without oversight, working collaboratively as needed
• Believe strongly in your ability to improve and perfect processes

Job Duties & Responsibilities

• Management of the company phone system, including answering, screening, and redirecting of all incoming calls.
• Organization and ongoing maintenance of all electronic files.
• Weekly audits of consultant timesheets, including cross-referencing company’s internal Bullhorn timekeeping system against time entries recorded in client-based timekeeping systems. When necessary, interacting directly with field consultants on a one-on-one basis to ensure compliance with timekeeping standards.
• Weekly management of company’s client invoicing documentation. At the end of each month, reconciliation of the report and handoff to the Controller.
• Bi-weekly management of the payroll, expenses and commissions process with a goal to improve and streamline the process.
• Collaborative management of the back-office process. Specifically, supervision of proper onboarding and offboarding protocol for each new consultant, including distribution and maintenance of onboarding documentation, use of eVerify to determine hire eligibility, and ordering of drug and background tests. When necessary, collaborating with third-party agents to ensure proper insurance enrollment.
• Supervision of company’s Payroll inbox, including collation of incoming invoices and weekly handoff of invoices to the Controller. Presentation of a strategy for payment of invoices to the Chief of Staff on a weekly basis.
• Collaborative management of the company’s “Starts & Ends” documentation, outlining all current incoming and outgoing consultants and hires, their start and/or end date, bill and pay rates, insurance elections and onboarding status.
• Assist the Chief of Staff in refining all existing processes, including but not limited to, audit of all existing Service Agreements, cataloging of all third-party (corp-to-corp) partners, review of all contracts and service agreements, monthly health insurance audits, and development of daily and weekly reporting.

Requirements

• Bachelors degree preferred
• Proven history of administrative support experience
• Strong written and verbal skills
• Strong organization, multi-tasking and planning skills
• Proficiency in Microsoft Office, particularly MS Excel, MS Word, and MS Outlook
• Working knowledge of Photoshop and/or Abode Illustrator
• Experience with Bullhorn or a comparable applicant tracking system a plus
• Competent research and problem-solving skills and an attention to detail