Administration Specialist Job Description

Administration Specialist Job Description

Administration specialist provides support to local management and employees regarding inquiries on company policies, practices and procedures.
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Administration Specialist Duties & Responsibilities

To write an effective administration specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included administration specialist job description templates that you can modify and use.

Sample responsibilities for this position include:

Manages systems and data management practices for work order systems
Working closely with sales personnel and the leasing companies to complete new hires, terminations, transfers and/or changes with minimal impact and distraction to drivers
Extensive communication with the leasing companies and customers by email and phone daily to resolve problems and issues as they arise
Supporting the department as needed with the completion of key initiatives including calculation of year-end personal tax for drivers, yearly vehicle program and policy review and implementation
Running and reviewing reports, contacting drivers, and performing other tasks
Communicate effectively with Commercial Lease Operations to ensure the timely and accurate processing of information/booking of syndicated lease and loan transactions
Work closely with Syndications prior to funding to ensure that the transaction is correctly booked on the system to avoid future reconciliation issues
Reviews the accuracy of all information to be input into the system to ensure correct booking of syndicated transactions
Support account reconciliation process for all General Ledger accounts related to syndicated transactions
Allocation vs

Administration Specialist Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administration Specialist

List any licenses or certifications required by the position: MS, MCSE, ITP, TS, SSL, CEBS, SPHR, PHR, IAT, MBA

Education for Administration Specialist

Typically a job would require a certain level of education.

Employers hiring for the administration specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Business, Communications, Graduate, Graduate Education, Finance, Business/Administration, Management, Associates, Department of Education

Skills for Administration Specialist

Desired skills for administration specialist include:

Procedures
MS Office
Excel
Practices
HSBC’s policies
HSBC’s products and services
Authorized company representatives
Company policies and procedures
Employees are to request clarification
Explanations from superiors

Desired experience for administration specialist includes:

Works under direct supervision in a fast-paced environment, ability to deal with changing priorities and occasional instances of ambiguity
Possesses strong attention to detail and ability to handle multiple tasks on time sensitive schedules
Working knowledge of construction documents, commercial leases, and construction exhibits is helpful
Ability to organize and prioritize project oriented tasks
Must possess a proactive work ethic capable of operating with little supervision and the ability to escalate issues appropriately
Understands and is committed to delivering performance that exceeds expectations for both internal and external stakeholders Professionally holds self and others accountable for respective actions, decisions and responsibilities

Administration Specialist Examples

1

Administration Specialist Job Description

Job Description Example
Our company is looking to fill the role of administration specialist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administration specialist
  • Work closely with sales personnel and the leasing companies to complete new hires, terminations, transfers and/or changes with minimal impact and distraction to drivers
  • Support the department as needed with the completion of key initiatives including calculation of year-end personal tax for drivers, yearly vehicle program and policy review and implementation
  • Run and review reports, contact drivers and perform other tasks as needed
  • Maintaining accurate records for the production of management reports
  • Payment of all invoices and posting entries to AS400
  • Filing all related invoices, supporting documents and contracts
  • Record keeping of checks issued and voided for inventory and control
  • Handling Accounts Payable/Receivable for leased and subleased properties
  • Preparing monthly invoices
  • Maintaining vendors files and its supporting documentation
Qualifications for administration specialist
  • Ability to effectively interface with external contractors and vendors
  • Must be able to travel periodically including overnight
  • Maintaining service provider contracts, subscriptions and memberships in the AS/400 software
  • Ordering office supplies from vendors
  • Other department duties
  • Responsible for the coordination efforts between payroll, human resources, and payroll vendor to ensure proper flow and maintenance of payroll information
2

Administration Specialist Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administration specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administration specialist
  • Perform validation and reconciliation of all payroll reports to ensure all payroll transactions are processed accurately and on time
  • Closely monitor payroll processes/ workflow to ascertain adherence to established cut-offs and deadlines
  • Production of various reports
  • Providing administrational support to employees on different level of seniority (e.g., Managing Directors, Directors )
  • Add or edit entities in the system (users, items, schedule offerings, content objects, objective, domains)
  • Serve as liaison between client and technical resources as required
  • Coordinate all charity, tenant appreciation and property events
  • Assist in the operational support activities for the Regional LAN environment, connectivity with the company WAN to allow the region to provide a dependable and stable platform for user computing needs
  • Manages assigned geography for facilities maintenance and cost management
  • Supports site contacts and facilities managers to follow vendor management and facilities maintenance guidelines
Qualifications for administration specialist
  • Guides facilities teams in the set up and use of work orders for facilities vendor management
  • Oversees adherence to guidelines and policies
  • Performs analysis on vendor trends, cost management and opportunities for cost savings
  • Reports on facilities management and work order management
  • Ensure completion of the pending drawer activity , new tenants, renewals and vacating tenants
  • At least 2 years of Storage administration and consultation experience of various storage vendors like EMC, HDS and NetApp
3

Administration Specialist Job Description

Job Description Example
Our company is looking for an administration specialist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administration specialist
  • Research and analysis of worldwide trends and best practices related to attracting and retaining pilots including flow-through and ab initio programs
  • Perform and manage operations within area of responsibility
  • Application subject matter expert and trainer
  • Assists with testing new functionality in the CRM application
  • Ensures CRM data integrity through processing of new Company adds, duplicate Contact auditing and Company address, name and corporate hierarchy changes on a daily basis
  • Perform CRM user administration including new user set up, user disables, security role and business unit assignments on a daily basis
  • Keeps CRM training documentation up to date with application and business process changes
  • Ensures that system maintenance processes are being executed correctly
  • Works with the CRM Center of Expertise Team to solve problems
  • Uses website CMS platform to update information
Qualifications for administration specialist
  • Hands-on experience in handling Crisis Bridge and having familiarity on various database like Oracle, DB2 and SQL
  • Written and spoken proficiency in English is required (Arabic is Desirable)
  • Ability to act as liaison/consultant with external and internal customers on all matters affecting contractual agreements
  • Bachelor's level degree in communications or business administration, or equivalent combination of education and experience
  • Experience at an advanced level using Microsoft Word and PowerPoint applications use of the internet and web applications
  • Fluency in English (German would be an asset)
4

Administration Specialist Job Description

Job Description Example
Our growing company is looking for an administration specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administration specialist
  • Coordinate and produce complete management information itineraries for delegates attending meetings, conferences and special events
  • Produce hotel reports including room type, arrival/departure dates, room credit, special requirements
  • Receive Tenant calls and dispatch request to appropriate area for handling
  • Monitor aged receivables, initiate collection calls, follow up, documentation and perform the collection process through completion
  • Assist as required, in the preparation of reports, forms, monthly payment letters
  • Assist the Property Management staff in the preparation of relevant documentation for year-end tenant recoveries
  • Responsible for ensuring daily activities, including client transitions, account maintenance, portfolio data reconciliation, and portfolio implementations are completed in a timely and efficient manner
  • Ensure compliance with regulatory requirements associated with client portfolio transitions, including OFAC list comparisons and applicable AML and Red Flags responsibilities
  • Facilitate the accurate and timely delivery of critical business information between all necessary parties
  • Collaborate with Supervisor on re-engineering projects that will improve the efficiency of workflows and enhance client experience with account transitions
Qualifications for administration specialist
  • Review and respond to daily customer service inquiries
  • Meet bi-weekly with Hamilton team to discuss Customer Care, Culture Training, Translator/Interpreter
  • Review and verify monthly TRS and CTS invoices
  • Assess any liquidated damages/performance penalties
  • Review, participate in dry runs of, and approve culture training modules
  • Assist in outreach efforts as required, which includes attending outreach events
5

Administration Specialist Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administration specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administration specialist
  • Administration of general business office activities
  • Supporting transportation
  • Regulatory clearances
  • Initiating and commencing projects as per requirement
  • With regard to potential cases of fraud or AML concerns, gathers and communicates relevant facts documents, including indemnification agreements, pertaining to recall of wire transfers, and resolution of instances of fraud
  • Responsible for communicating BI and I9 results to recruiters and senior HR Leadership team and following up on unclear results
  • Resolve broker compensation issues from standard to complex
  • Respond to inquiries and service requests from brokers, field offices, enrollment firms, and other Home Office business partners
  • Research and respond to customer requests with timely and accurate information
  • Identify, share, and implement process improvements to enhance customer service
Qualifications for administration specialist
  • Work with Hamilton on implementation of new policy and procedure
  • Work with Director to ensure Chair submits Annual Report
  • Secure meeting locations and hotel accommodation for June and August meetings
  • Communicate with board members regarding meeting information, meeting attendance, and accommodations
  • Set up and run a dry run for March meeting
  • Send out all presentation to board members prior to March meeting and ensure they are accessible to all members