What are the responsibilities and job description for the Admin Support II position at TalentBurst, an Inc 5000 company?
Administrative Support II
6 months
Bellevue, WA-98004
Hybrid role, onsite preferred
Number of Interviews: 2 rounds
Extra interview prep for candidate: Leadership principles, be prepared for STAR method
Be helpful to show some of their work, would be a plus
Performs a variety of administrative functions. Schedules appointments, gives information to callers, and takes dictation. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports. May assist with compiling and developing the annual budget. Requires a high school diploma with 2-4 years of experience in the field or in a related area. Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Performs a variety of tasks. Works under general supervision. A certain degree of creativity and latitude is required. Typically reports to a supervisor or manager.
Story Behind the Need:
Review of Business Group-
Bottom of the funnel team (donation, liquidation, AND recycle services for client sites in US/CAN
Onboarding vendors, managing vendors, contracts, support sites when they have issues with the vendors
Team is focused on process improvement for the bottom of the funnel space
4 specialists on team (one on leave so currently only have 3)
- Transportation specialist – working on transition from vendor pick up model to delivery model for site recycle
- Finance specialist (on leave)
- Compliance specialist – ensure recycle vendors are compliant, as previous recycle vendor was not maintaining compliance (lots of vendor visits/travel)
- Data analysis and reporting specialist - (currently working on finance tasks)
- Don't spend a ton of time on donations/liquidations
Purpose of the Team and key projects-
- Help where needed on the team
- Person acting as training specialist to train this contractor on what to help with the finance position. Current team member is on leave should return in May but could be extended
- 80% recycle, 15 on donation, 5 % on liquidation
Team member who currently assists with finance tasks:
- Recycle space had to rebuild the recycle program from scratch to replace a vendor
- With new program they need to invoice the vendor that didn't have to be done before
- Submit purchase orders
- Preapprove spend, manage invoices for several different cost centers/locations
Team culture-
- Very busy team, heads down work
- Data analysis team member in SEA (team member on floa also in SEA)
- Compliance/transportation specialists in Nashville (this team does travel a lot)
Why is the position open?
HM going on FLOA
Task Breakdown and Workflow:
- A lot of notes taking
Internal Team interactions-
- Team syncs twice a week (escalate any issues during this call, but usually pretty mellow call)
- Open lines of communication with HM – if any escalations/issues always open to connect
Compelling Story & Candidate Value Proposition:
What makes this role interesting?
- Ability to have an impact on second life of an item
- Second hand inventory is a cool aspect to be a part of
- Work with a ton of vendors
- So interesting to see the last parts of the recycling steps
Must Have Skills:
Utilizing AI/familiarity with AI tools
Nice to haves-
Prior working with client would be very high value for this role
Leadership Principles:
Bias for action
Dive deep
Years of Experience-
- YOE would be more valuable within company than anything else
- Not setting a clear requirement on YOE other than prior experience with client
Performance Indicators:
- Ability to be resourceful when communication is not clear
- Bias for action – seek out tasks without being asked and take care of it/get it done
#TB_EN
#ZR