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Operations Assistant (Administration)

Smartbridge is currently seeking an Operations Assistant to join our administration team. This individual will assist the Operations Manager with the day-to-day needs to keep our office running smooth. This is the perfect position for an individual looking for a company that your career can grow within. Must have at least 3+ years office experience. Hourly Position, compensation range $21.50 - $26 an hour based on experience.  


Job description

Responsible for performing day-to-day HR, office and executive administrative tasks. Regular duties include: administration of and assisting with payroll, benefits, 401 (k), recruiting, marketing, accounts payable and Executive administrative duties. Preparation of immigration documentation will be required. 


Essential Responsibilities

  • Responsible for the Immigration process for employees, coordinating with the immigration attorney as well as federal offices, ensuring all documents filed accurately and timely.
  • Assist with payroll functions, such as maintaining timekeeping information and processing and submitting payroll. Create, maintain, and enter information into payroll systems including pay data sheet compilation.
  • Day to day benefits administration, including helping resolve employee questions/concerns.
  • Create 401(k) data sheets for upload to the carrier and for payroll.
  • Help Operations Manager with Accounts Payable duties. Prepare and send invoices, and ensure accounts are balanced.
  • Become knowledgeable as well as able to work in/administer ERP system.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
  • Operate appliances and office equipment, such as printers and phone systems and arrange for repairs when equipment malfunctions. Report maintenance or equipment problems to appropriate personnel.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
  • Manage projects or contribute to the committee or teamwork.
  • Mail newsletters, promotional material, or other information. Manage surveys, picture, videos, and giveaways.
  • Order and dispense office supplies.
  • Assist in coordination of conferences, meetings, or special events, such as luncheons or holiday parties.
  • Other duties as requested


Education and Experience

  • Associates degree at a minimum
  • Immigration documentation experience required
  • Intermediate to advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, etc.)
  • Previous experience running payroll and handling employee benefits preferred
  • Previous experience processing accounts payable a plus
  • Previous experience with Paycom, Concur, and Ultramar a plus
  • 3+ years related experience and/or training in an office environment


Knowledge and Skills

  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Knowledge of principles and processes for providing customer and personnel services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Communicating effectively in writing as appropriate for the needs of the audience. Understanding written sentences and paragraphs in work related documents
  • Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Managing one's own time. Actively looking for ways to help people.
  • Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Proficient[MS3]  personal computer skills including software related to electronic mail, record keeping, routine database activity, word processing, spreadsheet, project management, ERP systems, payroll, benefits, etc.


Core Values

  • Thought Leadership
  • Empathy
  • Exceptional Experiences
  • Entrepreneurial Spirit
  • Succeeding Together


Physical Requirements

  • Substantial movements (motion) of the wrists, hands, and/or fingers in a repetitive manner.
  • Manual dexterity sufficient to work with fingers.
  • Occasionally exert up to 10 lbs of force to lift carry, pull, or otherwise move objects.
  • Moderate physical activity performing somewhat strenuous daily activities of a primarily administrative nature.


Work Environment

  • Well-lighted, heated, and/or air conditioned indoor office/production setting with adequate ventilation.
  • Moderate noise.
  • Regular work hours (Monday through Friday, 8:30AM – 5:30PM) with required overtime as needed.




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