Administrative Assistant

Requisition ID: 102080 

Job Category: Administration/Support 

Location: Tampa, FL, United States 
 

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 70 years of business and technical expertise in mining, energy, and infrastructure, our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative and sustainable, we think globally while acting locally. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you.

As part of our Shared Services group, comprised of Finance, Marketing, Communications, Human Resources, Commercial, Legal and Facilities, we support the business achieve their goals through a range of strong technical capabilities. We ensure delivery of services through the skills of our people, methodologies, and systems.
 

Hatch is seeking an Administrative Assistant in Tampa, FL to perform a wide variety of administrative support functions; apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information, preparing reports and providing liaison between management, other organizational units, and external customers.

Principle Duties and Responsibilities:

• Serve as the primary point of contact for all front desk and office operations, including visitor reception, mail distribution, deliveries, and vendor coordination.
• Manage incoming calls, voicemail, general inquiries, and direct communications to appropriate personnel.
• Track office inventory, first-aid supplies, emergency equipment, and workplace resources to ensure operational readiness
• Coordinate office equipment maintenance, service contracts, repairs, consumables, and vendor relationships for printers, plotters, coffee machines, and other office equipment.
• Manage incoming calls, voicemail, general inquiries, and direct communications to appropriate personnel.
• Responsible for scheduling meetings. Schedule and coordinate meetings, training sessions, and office events while managing complex scheduling requirements and multiple participant calendars.
• Assures work is performed in a safe and professional manner by following established safety, operating, and emergency response procedures.
• Process and code corporate expenses, receipts, invoices, and expense reports using SAP Concur while ensuring compliance with company procedures and cost allocation requirements.
• Maintain office operational binders, procedures, manuals, templates, and administrative documentation for business continuity and cross-training purposes.
• Organize company events, employee recognition activities, lunches, holiday celebrations, charitable events, team-building activities, and office gatherings
• Coordinate catering orders, food deliveries, and hospitality arrangements for meetings and events.
• Perform administrative functions such as document formatting, invoicing, filing. data entry etc.
• Coordinate facility-related requests, maintenance issues, building vendor services, work orders, and property management communications.
• Support employee onboarding activities, badge requests, business card requests, office orientation, and workplace logistics.
• Maintain confidential information and records while exercising discretion and professionalism.
• Administer monthly compliance reporting, including ISNetworld submissions and client scorecard tracking.
• Prepare, edit, format, and distribute correspondence, reports, presentations, spreadsheets, invoices, and other business documents.
• Perform additional administrative, operational, and office management duties as assigned to support business operations.
• Maintain a clean, organized, and professional appearance of the front office, lobby, and breakroom areas. Regularly clean and maintain the front entrance glass doors and other common areas to ensure a welcoming environment for employees and visitors.
• Coordinate and decorate office common spaces for major holidays, seasonal events, and company celebrations throughout the year.

Knowledge/Skill/Ability Requirements:

• Associate’s Degree in Business Administration or related field.
• Strong organizational, planning, and project coordination skills.
• Highly proficient with Microsoft Office (Word, Excel, PowerPoint, Etc.).
• Excellent communication, customer service, and interpersonal abilities.
• Experience coordinating meetings, events, travel arrangements, and executive or management support activities.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Ability to prioritize competing deadlines and manage multiple projects simultaneously.
• Excellent resourcefulness and ability to work independently with minimal supervision.
• Strong problem-solving, vendor management, and relationship-building skills.
• Ability to learn and administer specialized systems and platforms, including scheduling, compliance, and reporting applications.

Reports to the Tampa Office Manager and Facilities Manager - US Region

Why join us?

• Work with great people to make a difference
• Collaborate on exciting projects to develop innovative solutions
• Top employer

What we offer you?

• Flexible work environment
• Long term career development
• Think globally, work locally

Don't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed.

We're committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, veteran, or any other protected status. If you have any accommodation requirements, please let us know. We'll do our best to meet your needs in accordance with applicable local legislation.

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