General Affairs Specialist

Description

Purpose: Handle day-to-day company events, office management, travel arrangements, physical security, and company property management at the direction of the General Affairs Manager.

Responsibilities:

• Company events: arrange catering, events, entertainment, seating, etc.
• Coordinate preparations for visitors, meetings, and VIP's.
• HMA Car Lease: assist in placing orders, assist in return of vehicles, and distribute all information regarding leases upon request. Calculate monthly invoice information and provide it to Finance & Payroll for deductions from each lessee's check. Responsible for insurance coverage updates, payments, and assisting with insurance claims for leased vehicles. Responsible for reporting MVR, driver points, etc. to HMA. Responsible for reporting vehicle changes to insurance agency.
• Invoice payments: processing invoices/expenses in SAP and One Mobis (as needed).
• Apartment leasing: arrange apartment lease for long-term visitors. Negotiate best prices for furnished apartments for long-term visitors.
• Office management: order postage stamps, distribution of mail and prepare FedEx shipments and pickups. Order beverage supplies. Provide vending services for employees, deal with any issues related to food vending service for employees. Take inventory of office furniture annually and make sure all is accounted for and add new furniture to inventory as needed.
• Facility management: Oversee physical security, janitorial services, and landscaping. Communicate to maintenance about facility repairs or vendors to perform work.
• Process property and general liability insurance payments each month or quarter. Assist GA Manager with property & liability insurance renewals and issues as needed.
• Travel arrangements: Receive travel requests and arrange as needed flights, rental cars, and hotel accommodations locally and out of town.
• Copier/printer repairs & supply ordering: order supplies for all printers/copiers and request repairs for main office copier/printers. Assist GA Manager with contract negotiation and prices for copiers/printers as needed.
• Assist GA Manager negotiating prices and/or contracts with vendors/companies utilized by General Affairs as needed.
• Cell phone inventory: Order and keep track of all cell phones that are issued to plant employees/contractors. Reset passwords and perform administration functions for cell phones as well as troubleshooting technical issues. Assist GA Manager negotiating cell phone contracts as needed. Provide company cell phone policy to employees and have them sign to ensure they understand and follow the policy.
• Plant Contact List: routinely update phone/email list when changes occur.
• Routinely create, edit, and print business cards and nameplates for employees as needed.
• Utilities/Recycling and waste management, tracking, verification, processing payments/reimbursements, and contact vendors for pick-ups.
• Purchase, arrange installation, and manage audio visual equipment for conference rooms.
• Purchase, arrange installation, and manage CCTV for the facility and access to cameras.
• Manage all access controls and program proper badge access for employees.
• Manage and track exit / entering of IT assets (i.e. laptops).
• Manage visitors. Electronic sign in, place security stickers on electronic devices with cameras and keep records of all visits and devices entering / exiting facility.
• Manage tracking logs for visitors, shipping & receiving trucking logs for security purposes and audits.
• Enter activity data monthly into HQ Greenhouse gas Management System (MGMS).
• Any/all other tasks assigned by leadership as needed.

Requirements

Education/Skill/Experience Requirements:

• High school diploma or equivalent required. Bachelor's Degree in Business Administration, Human Resources, Public Administration, and/or Finance preferred.
• Data entry and document management skills required.
• Proficiency in MS Office Suite preferred.
• Familiarity with ERP systems preferred.
• Strong communication and interpersonal skills required.
• 3+ years in General Affairs, Human Resources, or administrative roles preferred
• Experience working with cross-functional teams preferred