Administrative Specialist Job at Helpware

Administrative Specialist

We are searching for an experienced Administrative Specialist to provide adminis...

Location

United States , Austin

Salary:

69200.00 - 103800.00 USD / Year

AMD

Expiration Date

Until further notice

Requirements

Bachelor’s Degree or equivalent level of experience
Direct work experience with administrative support for senior-level engineering leaders
Strong written and verbal communication skills
ability to work independently as well as part of a team
collaborative, service-oriented team player
Highly organized
able to prioritize, manage multiple work streams, and meet deadlines in a dynamic environment
Experience coordinating meetings, travel, and expense reporting
strong attention to detail and comfort working with confidential information
Ability to coordinate effectively with functional teams and administrative partners across geographies

Job Responsibility

Executive calendaring of meetings and appointments with prioritization as required
Manage & coordinate travel schedule and reservations
Handle expense reports and submissions as required
Drive team organization by maintaining shared trackers, distribution lists, and team resources
help organize materials for staff meetings and reviews
and support consistent, well-documented execution of team routines
Order/maintain office supplies, laptops, and other items as needed by the team
Support PO transactions and interface with supplier relations
Assist/handle various tasks that might include driving issue resolution, create information repositories, build charts/spreadsheets
Prepare responses or correspondence

What we offer

AMD benefits at a glance

Fulltime

Administrative Specialist

We’re looking for a versatile, well-organised, and execution-driven team member ...

Location

France , Paris

Salary:

Not provided

myPOS

Expiration Date

Until further notice

Requirements

Minimum 2 years of experience in office administration or a similar role
Fluent in French and English
Based in Paris, France
Willing and able to travel frequently
Strong organisational and multitasking skills
Experience managing budgets and vendor relationships
Comfortable working cross-functionally with international teams
Strong communication and problem-solving abilities
Proficiency in Microsoft Office (Excel, Word, Outlook)

Job Responsibility

Oversee daily operations of offices in Paris, Lyon and Aix
Liaise with landlords, property managers, and external vendors
Coordinate maintenance, repairs, and office improvements
Support office relocations and space planning initiatives
Ensure compliance with local regulations and workplace standards
Manage relationships with local suppliers and service providers
Monitor and control assigned office budgets
Track and report expenses accurately
Work closely with Central Finance in Bulgaria to ensure transparency, reporting accuracy, and cost visibility
Support time tracking and payroll processing in collaboration with HR and Finance

What we offer

Private Health Insurance (50% coverage)
Food allowance - 11,5 EUR per day (50% coverage)
25 days annual holiday
Annual salary reviews, promotions and performance bonuses
myPOS Academy for upskilling and training
Unlimited access to courses on LinkedIn Learning
Annual individual training and development budget
Refer a friend bonus
Teambuilding, social activities and networks on a multi-national level

Fulltime

Administrative Specialist

Meta is seeking an Administrative Specialist to join our Global Administrative S...

Location

United States , Austin

Salary:

41.39 - 56.88 USD / Hour

Administrative Specialist

At Fehr & Peers, we aim to empower every employee to develop effective and innov...

Location

United States , Walnut Creek

Salary:

28.00 - 30.50 USD / Hour

Fehr & Peers

Expiration Date

Until further notice

Requirements

Ability to reliably work in the office 5 days per week
3+ years of experience working in a professional office environment, preferably with the Architecture and Engineering (A&E) or Consulting industry
Collaborative and solutions-oriented mindset with a strong focus on client satisfaction
Excellent time management and organizational skills
Strong written and verbal communication skills
Capacity to work independently with general direction and guidance
Commitment to high-quality, accurate, and timely work performance
Comfort and confidence working in a fast-paced environment with shifting priorities
Flexible attitude and comfort with managing requests and instructions from a variety of individuals
Skill in building and maintaining strong relationships with a variety of personalities and styles

Job Responsibility

Coordinate and/or facilitate in-office meetings, including catering arrangements
Support office and company events from pre-planning to setup, takedown, and catering arrangements
Review and reconcile invoices for office expenses, routing for approval and payment
Organize and maintain the office space to be professional in appearance, keeping commonly used areas, including the kitchen, clean and stocked with supplies
Route daily mail and packages
Maintain and order office supplies
Coordinate parking badges and reconcile monthly parking invoices and validations
Coordinate and provide new hire welcome onboarding
Communicate with property management for maintenance requests and with vendors as needed
Process various forms such as insurance certificates

What we offer

Medical, Dental, Vision, Life and Disability Insurance
401(k) Plan with matching and profit sharing
Flexible Spending Accounts
Commuter Benefits
Paid Vacation, holidays and sick leave
8 weeks of Paid Parental Leave
Mentoring and Career Development programs
Research and Development group participation, and more

Fulltime

Administrative Specialist

The Administrative Assistant role entails providing comprehensive support to mul...

Location

United States , Broomfield, CO

Salary:

22.43 - 34.15 USD / Hour

Vail Resorts

Expiration Date

Until further notice

Requirements

Proven experience as an Administrative Assistant or in a similar role
Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and other office software
Excellent organizational and time management skills with the ability to prioritize tasks
Strong communication skills, both written and verbal
Attention to detail and accuracy in completing tasks
Ability to maintain confidentiality and handle sensitive information with discretion
Proactive and self-motivated with a positive attitude
Ability to work effectively both independently and as part of a team
High school diploma
additional qualifications in Office Administration or related field is a plus

Job Responsibility

Providing comprehensive support to multiple Senior Leadership positions
Managing calendars, projects, and communication for leaders
Preparing presentations and reports
Overseeing data analysis and communication
Coordinating with various departments
Managing budgets and expenses
Facilitating employee events and training programs
Handling payroll and travel arrangements
Maintaining confidentiality and prioritizing tasks effectively

What we offer

Free passes for employees
Employee discounted lift tickets for friends and family
Free ski lessons
MORE employee discounts on lodging, food, gear, and mountain shuttles
401(k) Retirement Plan
Employee Assistance Program
Excellent training and professional development
Referral Program
Health Insurance
Medical Insurance, Dental Insurance, and Vision Insurance plans (for eligible seasonal employees after working 500 hours)

Fulltime

Administrative Specialist

Are you passionate about joining a company that is at the forefront of transform...

Location

United States , Oakland

Salary:

25.00 - 30.00 USD / Hour

Fehr & Peers

Expiration Date

Until further notice

Requirements

2 years of experience working in a professional business environment
BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience
Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel
Familiarity with accounts receivable and accounts payable processes, and data entry
Collaborative and solutions-oriented mindset with a strong client focus and professionalism
Flexibility in managing requests in a fast-paced environment
Excellent time management and organizational skills
Commitment to high quality, accurate, and timely work

Job Responsibility

Be the welcoming face of our team by greeting visitors, managing phone calls, and maintaining a professional office space, preparing meeting minutes, assisting with recruitment scheduling and other administrative responsibilities
Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks
Assist Operations Managers with administrative duties as needed
Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed
Coordinate meetings, events, and travel arrangements
Manage project-related paperwork, such as insurance certificates and business certifications
Contribute to companywide administrative initiatives aimed at enhancing collaboration and services
Handle credit card reconciliation and prepare petty cash reconciliation statements
Process accounts payable expenses, create check requests, and address accounts payable inquires
Order lunch for office trainings/meetings and order snacks/drinks

What we offer

Medical, Dental, Vision, Life and Disability Insurance
401(k) Plan with matching and profit sharing
Flexible Spending Accounts
Commuter Benefits
Paid Vacation, holidays and sick leave
8 weeks of Paid Parental Leave
Mentoring and Career Development programs
Research and Development group participation, and more

Fulltime

Administrative Specialist

Fehr & Peers is a team of collaborative transportation and business professional...

Location

United States , Long Beach

Salary:

30.00 - 35.00 USD / Hour

Fehr & Peers

Expiration Date

Until further notice

Requirements

1-3 years of experience working in a professional business environment
Commitment to high-quality, reliable, and timely work performance
Customer service mindset—proactive, solutions-oriented, with the ability to anticipate needs
Excellent time management and organizational skills—able to manage multiple tasks and deadlines, while maintaining exceptional attention to detail and professionalism
Eagerness for collaboration with a proven ability to work as part of a team, while building and maintaining strong internal and external relationships
Ability to represent Fehr & Peers and communicate professionally with clients, teaming partners, and current/potential employees
Problem-solving attitude and proven ability to address issues proactively
Intermediate experience in office computer software/systems, including Adobe Acrobat Professional and Microsoft Office (Teams and SharePoint desired)
Familiarity with contract terminology and experience with reviewing contracts or similar documents
Familiarity with general bookkeeping

Job Responsibility

Serve as the first point of contact for clients by greeting and orienting visitors at our front desk, and answering and transferring incoming phone calls
Assist office leadership with administrative needs, including food and office supply orders, coordination with building management, and more
Maintain office Outlook calendar
Coordinate with visitors from other offices, and help them reserve spare workspaces
Coordinate meetings and office events as requested, including weekly lunches, meals for monthly training classes, food/supply orders from Costco, and meeting set-up/clean-up
Organize the office space to be professional in appearance, keeping commonly used areas orderly and supplies ordered and stocked as needed
Manage the kitchen, keeping it tidy and well-stocked with supplies, helping unload the dishwasher as needed
Act as a liaison for corporate administrative staff, sharing relevant information with the local office
Support and plan office social activities (quarterly birthday parties, in-house happy hours, retirement celebrations)
Provide basic bookkeeping support, including documentation of credit card and petty cash purchases

What we offer

Medical, Dental, Vision, Life and Disability Insurance
401(k) Plan with matching and profit sharing
Flexible Spending Accounts
Commuter Benefits
Paid Vacation, holidays and sick leave
8 weeks of Paid Parental Leave
Mentoring and Career Development programs
Research and Development group participation, and more

Fulltime

New

Property Administrative Specialist

Location

United States , Falls Church

Salary:

23.08 - 24.81 USD / Hour

Marriott Bonvoy

Expiration Date

Until further notice

Requirements

Provide administrative support using word processing, spreadsheet, database, or presentation software
Serve as point of contact for clients and vendors
Act as liaison between Sales Office and clients throughout event process
Create a safe workplace
Follow company policies and procedures
Uphold quality standards
Ensure professional uniform, personal appearance, and communications
Develop and maintain positive working relationships
Support team to reach common goals
Listen and respond appropriately to concerns of other employees

Job Responsibility

Provide administrative support
Serve as point of contact for clients and vendors
Act as liaison between Sales Office and clients throughout event process
Ensure smooth operations throughout entire hotel

What we offer

Free Meals
Free Parking
Prefer Flexible Shifts

Fulltime

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