Administrative Specialist

CCR • Cedar Rapids, IA

10d • Onsite

About The Position

CCR builds and delivers innovative technology solutions and products for partners local and across the globe. We are seeking a proactive and detail-oriented Administrative Specialist to be a vital part of our team. This role is essential for ensuring the smooth and efficient operation of our office environment, with a strong focus on providing exceptional customer service and supporting our internal communications processes. This position reports directly to the Director of HR and will be required to work in the office every day. Our ideal candidate thrives in an innovative and agile environment, is a go-getter who works collaboratively and partners across matrixed teams to plan, implement, and support our technology by developing strong relationships. This role will also play a key part in supporting the Human Resources department with critical administrative tasks.

Requirements

• Proven experience in an administrative role, preferably in a fast-paced office environment.
• Excellent communication skills, both written and verbal.
• Strong customer service orientation with a friendly and professional demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to multitask, prioritize, and manage time effectively.
• Strong attention to detail and organizational skills.
• Strong diagnostic and problem-solving skills.
• Dedicated customer service and support.
• Ability to work in a fast-paced, innovative environment.
• Demonstrate support and enthusiasm for change and innovation.
• Thorough and resourceful in completing tasks independently.
• Ability to work effectively within matrixed teams by developing, maintaining and strengthening partnerships with others inside and outside the organization.
• Ability to exercise a high degree of good judgment and independence.
• Continually seeking opportunities to gain new knowledge.

Responsibilities

• Office Operations & Support
• In-Office Presence: Required to work in the office five days a week to ensure continuous support for all team members and office functions.
• Front Desk & Visitor Management: Serve as the first point of contact for visitors, clients, and vendors by greeting them and directing them to the appropriate team member or department.
• Answering Phones: Handle incoming phone calls in a timely and courteous manner. Assist callers with inquiries and route calls to the appropriate team members.
• Scheduling and Calendar Management: Assist with scheduling appointments, meetings, and conference calls for team members. Maintain and update calendars.
• Office Supplies and Inventory Management: Monitor and maintain inventory of office supplies, placing orders as needed. Keep office supplies organized and accessible to team members.
• General Administrative Support: Provide general administrative support to various departments as needed, including photocopying, filing, and data entry.
• Meeting and Internal Event Planning Support: Assist in coordinating internal company meetings, team gatherings, and team member events. This includes scheduling venues, arranging catering, preparing materials, and managing RSVPs to ensure successful, efficient gatherings that support internal communication and morale.
• Company Travel Coordination: Act as the lead point of contact for team members traveling on behalf of the company. Assist in arranging travel itineraries and ensuring compliance with travel policies.
• Human Resources Administrative Support
• Interview Scheduling & Coordination: Manage the scheduling of candidate interviews across multiple stakeholders. Coordinate all necessary logistics for virtual and in-person interviews, ensuring a positive candidate experience.
• Confidential Admin Support: Assist the HR Director with the organization, maintenance, and filing of confidential team member records and HR documents, including support for TM Life Event Support administration.
• Onboarding & Offboarding Support: Provide administrative support for new hire onboarding, including coordinating first-day logistics and scheduling stay interviews.
• Expense Management: Assist in managing expense reports and reimbursements for team members, ensuring timely and accurate processing and compliance with company policies.
• Team Member Recognition: Distribute Birthday & Anniversary Reminders. Manage the fulfillment and tracking of Apparel store gift cards for new hires and process gift card purchasing requests for recognition programs.
• Cross-Functional Collaboration & Projects
• Contributing to Internal Communications: Assist in the development and dissemination of internal communications materials, including newsletters and announcements. Help maintain the company intranet.
• Cross-Functional Backup: Serve as a key resource by providing back up support for the CEO.
• Assisting on Special Projects: Collaborate with team members to provide administrative support for special projects as needed.
• Perform other duties as assigned.

Benefits

• CCR offers a unique work-life balance and environment.
• Our competitive benefits package includes free daily lunch for onsite employees in Cedar Rapids, gym membership reimbursement, health, dental, and vision insurance, paid time off and paid holidays, a 401k program, quarterly profit sharing, short & long term disability and life insurance and lots of development opportunities to help you grow your professional career.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees