Job Summary

The Shared Services Administrative Coordinator provides support for Shared Services operations including staffing, reporting, vendor account administration, and employee engagement activities.

Primary Objectives

Maintain accurate staffing and headcount data to support resource planning.
Coordinate reporting and notifications related to attendance, promotions, and organizational changes.
Administer vendor accounts and travel programs to ensure operational continuity.
Support employee engagement initiatives and corporate programs through communication and reporting.

Duties and Responsibilities

Update weekly staffing availability reports and plans, distribute to department managers, and follow up with managers for upcoming staff allocations on approved schedule.
Reset and add holidays and adjust staffing changes including terminations, additions, and movements.
Review weekly attendance data reports using established dashboards and notify directors of action items.
Receive, review, and log temporary employee agency invoices into appropriate systems.
Update headcount lists, staffing plan tools, and turnover reporting for employee changes including new hires, job changes, and terminations using a variety of reports, email notifications, and tools.
Review reporting to identify promotion eligibility and notify appropriate department managers and directors.
Prepare and update Game Plan meeting slides and facilitate weekly meetings.
Compile and distribute monthly newsletter with input from site teams.
Administer travel program including ADTRAV credits, airline points, preferred hotels, and SharePoint updates.
Administer a variety of vendor accounts such as Grainger, Staples, FedEx, Amex, Comerica, and car rentals including creating/disabling accounts, processing statements, and ordering cards.
Review vendor account statements, coordinate approval, and provide accurate GL codes to Accounts Payable.
Coordinate swag orders and employee surveys.
Consolidate site presentation slides for divisional leadership.
Coordinate quarterly employee recognition nominations and employee spotlight articles.
Administer IT training assignments for divisional employees.
Participate in Corporate Giving Committee and maintain related site.
Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

High school diploma or equivalent (HSED) required

Work Experience

2+ years' administrative support experience required

Required Knowledge, Skills and Abilities

Strong mathematical skills with a good working knowledge of accounting transactions.
Ability to understand, interpret, and apply policies, procedures, and regulations.
Excellent collaboration skills with the ability to develop effective professional relationships.
Ability to communicate clearly with excellent verbal, written, and listening skills.
Ability to enter and review data with a high degree of accuracy.
Ability to maintain confidentiality and exercise a high level of tact and discretion.
Good organizational and multi-tasking skills.
Strong problem solving and multi-tasking skills with a keen eye for detail.
Ability to work independently, adapt to changing priorities, and meet critical deadlines.
Demonstrated proficiency with Microsoft Office including Excel, Word, Teams, and Outlook.

Competencies

Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
Walk/travel within office environment, crouch/bend to access floor-level storage - Often
Use hands/fingers to operate office equipment, type/complete data input, write - Often
Reach with hands, arms; lift, move and manipulate objects weighing up to 20 pounds - Regularly
Sight sufficient to read instructions, documents, and screen-based information - Often
Use hands/fingers to manipulate and file documents, folders, small objects - Regularly

Working Environment

This role requires work that may involve the following environmental conditions:

Corporate office environment

Travel

Occasional Must be able to travel independently to local customer, vendor, and corporate locations.

Screening Requirements

Background Checks

Must be fully vaccinated against COVID-19, except as prohibited by law.

The information included in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive or exhaustive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The salary range listed is based on the geographic zone associated with this role: SAN RAFAEL, CA. If you are applying to work from a different location, the salary range may vary to align with the cost of labor and market conditions in that area. For applicants from other zones, we encourage you to reach out to us to confirm the relevant salary range for your specific location. Starting pay will be determined by job-related factors including experience, education, and business needs and may be modified at any time.

Zone #: Starting rate $27.00; up to $32.00 for highly qualified candidates

The Pasha Group

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Shared Services Administrative Coordinator