Mail Assistant Jobs in Clive, IA (NOW HIRING)

PURPOSE

The Shared Services Coordinator provides administrative and operational support across the Shared Services functions, helping to maintain effective day-to-day operations for Human Resources, Accounting and Safety. This role also provides front office coverage as needed while supporting department leaders and initiatives through meeting and calendar coordination, action-item tracking, project support, reporting and other administrative needs. Through strong organization, communication and follow-through, the Shared Services Coordinator helps coordinate priorities, support department needs and contribute to the efficient operation of Shared Services. Performs related work as required.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

The following duties are typical for this job. These are not to be constructed as exclusive or all-inclusive. Other duties may be required and assigned.

Front Office Operations Support:

• Provide front office coverage as needed, greeting, assisting and directing visitors in a professional and friendly manner.
• Assist with incoming telephone calls, providing information or routing as needed.
• Support daily mail operations, including opening, sorting and processing incoming and outgoing mail.
• Assist with meeting and event needs, including placing catering orders as requested.
• Help maintain office supply inventory and coordinate replenishment as needed. 

Human Resources Support:

• Distribute weekly hours reports to managers via email.
• Maintain Training Vault records, including employee additions and removals.
• Log and track employee referral program information.
• Coordinate and prepare 401(k) mailings and related materials.
• Provide administrative support for HR projects and ad hoc requests as needed.

Accounting Support:

• Manage calendars and schedule meetings for the Accounting Leadership team.
• Coordinate meeting logistics, including conference rooms, Teams meetings, agendas, materials and catering orders. Record meeting minutes and distribute summaries.
• Track and maintain leadership actions items, department priorities and quarterly initiatives, ensuring completion and providing updates to help leadership monitor progress and upcoming needs.
• Provide administrative support for system implementations and special projects by coordinating meetings, tracking progress and following up on action items.
• Coordinate department logistics including lunches, travel arrangements and other requests as needed.
• Assist with internal employee onboarding and offboarding activities such as coordinating workspace setup and training schedules.
• Provide backup support for Accounts Payable email management, including monitoring, sorting and routing messages as appropriate.

Safety Support:

• Coordinate enrollment of team members in safety and compliance training.
• Prepare and distribute monthly safety and compliance reports.

MINIMUM EDUCATION & EXPERIENCE REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• High school diploma or GED; Associate’s degree in Business Administration or a related field preferred.
• Two years of administrative experience, office coordination or related experience.
• Experience with multi-line phone systems preferred.
• Proficiency with Microsoft Office 365 applications, including Outlook Word, Excel and Teams and Adobe applications.

MENTAL AND PHYSICAL COMPETENCIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to maintain confidentiality.
• Ability to collaborate effectively with internal team members and external visitors.
• Strong attention to detail and follow-through.

ENVIRONMENTAL ADAPTABILITY

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 10 pounds occasionally
• May have occasional visits to a job site which would require periods of standing, walking and/or climbing stairs

EQUIPMENT/TOOLS 

• Laptop computer
• Multi-line phone system
• Scanner
• Copier/Printer
• Postage machine

Baker Group is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Baker Group will consider reasonable accommodations for qualified individuals with disabilities and encourage prospective employees and incumbents to discuss potential accommodations with the Employer.