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Administrative Operations Coordinator

Location:

Lowell - Massachusetts - USA

Function:

Administrative/Support

Ref #:

20210017631
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Description

The Technology, Operations Product and Support (TOPS) Administrative Operations Coordinator (AOC) will interface daily with our senior leadership team across several of TOPS’s teams. The AOC will perform a variety of administrative functions, most notably to include comprehensive executive support to two or more Vice Presidents, planning and executing employee engagement events for a global organization, as well as serving as a strategic thought partner to the Administrative Operations Manager helping to enhance and drive upon key programmatic initiatives. A successful candidate is ambitious and enjoys administrative problem-solving, has a demonstrated capacity to exercise sound judgment and critical thinking in a variety of situations, strong written and verbal communication, exceptional attention to detail and organizational skills, and the ability to be flexible maintaining a balance among multiple shifting priorities in a fast-paced, results-driven environment.
Responsibilities:
• Administrative support to a VP to include: effectively managing the time, schedules, work flow and activities of the respective VP’s office to ensure successful and efficient operation; schedules and maintains calendar of appointments, meetings, and conference calls based on the priorities of the leader and/or function; prepares all necessary materials for meetings, acting proactively to maintain efficiency; provides travel support, both domestic and international, and oversees related logistics
• Understand preferences of supported staff, proactively troubleshooting and resolving calendar and travel conflicts that could impact the executive’s schedule and time
• Prepare documentation for payment of vendors, consultants, and suppliers; submit documentation and enter request for payments into accounting system; route appropriate approval channels; respond to inquiries from accounts payable and payees
• Assist the Administrative Operations Manager with ongoing projects as assigned, to include but not limited to the planning and execution of TOPS employee engagement events, balancing short and long-term deadlines and advising of progress to ensure the timely completion of deadlines
• Understand the structure and vision of the organization and develop a strong network across departments; draw on network to answer questions, solve problems, and successfully execute responsibilities.
• Interface with external and internal customers, maintaining positive working relationships with a variety of personalities and cross-functional business partners, amidst complex situations to ensure needs are met.
• Actively participate and collaborate with a team in process improvement
• Complete appropriate departmental purchases via Purchasing Card, reallocates charges to appropriate cost center and account line, and submit receipts to ensure compliance with company policies
• Work with a team and respective VP leaders on special, non-recurring and ongoing projects and events
• Coordinate audio visual; identify, negotiate, and coordinate space; set up and breakdown; food & beverage/ catering; content coordination, etc.

Qualifications

Qualifications:
• 3-5+ years of administrative, project management and event planning experience
• Strong customer-focus and service skills
• Working knowledge of MS Word, Outlook, Excel, and PowerPoint
• Previous experience with Oracle, Concur, Egencia and SharePoint preferred
• An agile, creative, out-of-the box thinker with a strong attention to detail and the ability to balance
• Multiple global initiatives in various stages of planning
• Timely, consistent, reliable, and enjoys working both independently and as part of a team
• Ability to problem solve with a high sense of urgency and a sense of humor

Corporate overview

Here at UKG, Our Purpose Is People. UKG combines the strength and innovation of Ultimate Software and Kronos, uniting two award-winning, employee-centered cultures. Our employees are an extraordinary group of talented, energetic, and innovative people who care about more than just work. We strive to create a culture of belonging and an employee experience that empowers our people. UKG has more than 13,000 employees around the globe and is known for its inclusive workplace culture. Ready to be inspired? Learn more at www.ukg.com/careers

EEO Statement

Equal Opportunity Employer

Kronos, a UKG Company, is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, age, national origin, protected veteran status, disability or any other basis protected by federal, state or local law.


View The EEO is the Law poster and its supplement. 

View the Pay Transparency Nondiscrimination Provision

Kronos participates in E-Verify. View the E-Verify posters here.


Disability Accommodation

For individuals with disabilities that need additional assistance at any point in the application and interview process, please email KronosCareers@kronos.com or please call 1 (978) 250 9800.