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Operations Assistant - Florida
iHeartMedia
Orlando, FL, United States
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Job Summary:
Performs administrative and office support activities for SVP Operations SE Region.
GENERAL RESPONSIBILITIES:
• Reports to SVP Operations SE Region
• Answer phone, document calls, take & forward messages as needed
• Process and distribute incoming and outgoing correspondence
• Code, batch, and secure approval on all invoices for accounts payable. Process invoices and PO’s and log information.
• Prepare division time sheets for payroll department, maintain division attendance reports to include vacation, sick, holiday, and tardiness.
• Responsible for the coordination and processing of new hire documentation and the processing of pre-employment and random testing documentation.
• Assist or coordinate travel arrangements, expense reports, per diem
• Responsible for running various reports as needed
• Assist with special projects as needed
• Assist Regional Operation Managers as required
• Maintain office equipment and machines
• Attend department meetings, training and safety meetings as needed.
• Responsible for forwarding all daily, weekly, monthly, and yearly required documentation to the Quantum corporate office in Bolingbrook, IL as it pertains to safety, human resources, equipment inspections, structure inspections, vehicle inspections and registrations.
ESSENTIAL OPERATION FUNCTIONS:
• Assist with coordination of material shipment & delivery of equipment to job sites, maintain division inventory.
• Coordinate, monitor, and record, the repairs and maintenance of shop equipment, field equipment, vehicles.
• Responsible for documenting all safety training and record keeping of the division employees, equipment, and insurance reporting claims including automobile, general liability, and workers compensation injuries.
• Responsible for the licensing and permitting of all vehicles.
• Responsible for tracking of all D.O.T. requirements including vehicle inspections, crane inspections, log books, drug & alcohol testing and all record keeping for all affected employees.
• Responsible for filing and recording field inspections and the retention of those records.
• Prepare, coordinate, and maintain documentation for the company’s structure inspection program. Distribute reports on a monthly and quarterly basis as required by corporate.
PHYSICAL REQUIREMENTS:
• Employee must have the ability to sit and / or stand at a desk for a minimum of 8 hours a day and complete tasks requiring repetitive use of hands. The employee must have the ability to lift & move items up to 15 pounds. Employee must have the ability to see written documents, computer screens, and to adjust focus. This job is performed in a temperature controlled office environment.
EDUCATION AND OTHER RESPONSIBILITIES:
• High School Diploma or Equivalent
• Bi-lingual Helpful
• Must have strong organizational and time management skills. Must be detail oriented, have the ability to read, analyze, compose and interpret verbal and written requests and directions. Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Must have working knowledge of Windows operating system and be competent in Microsoft software applications (Word, excel and outlook).Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.