Vistex is an SAP software solutions extensions partner serving businesses of all sizes worldwide across a spectrum of industries by managing their master data, contracts, pricing, rebates, and incentive programs. Our solutions provide unprecedented visibility into the breadth and depth of go-to-market programs and enable businesses with insightful information that drives revenue, controls costs, and increases margins. Our deep industry expertise coupled with in-house implementation, delivery, and training services makes Vistex a full solutions resource and consultancy.
Position: Vistex Administrative Assistant, Human Resources
The ideal candidate is a positive, professional, reliable, flexible, and detail-oriented individual who will perform a range of duties supporting HR and administrative operations, daily activities, and facility needs.
Responsibilities:
Coordinate all Domestic and International travel arrangements including booking flights, hotels, rental cars, etc.
Handle all matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
General office management.
Screen phone calls.
Calendar coordination.
Managing expenses.
Event planning.
Administrative / Human Resources tasks.
Managing research projects.
Coordinate courier services (Notary office, customers, post office, etc.).
Maintain organized office archive (Contracts, Employee documents, Partners, Vendors, CVs, Payments, etc.).
Assist and provide documentation to new suppliers and customers.
Assist with the setup of meetings, scheduling of conference rooms, and other administrative tasks as needed.
Update and maintain databases such as mailing lists, vendor lists, staff lists, contact lists, and customer information.
Purchase office supplies and items such as cleaning materials and groceries.
Check goods and orders to confirm they have been received.
Office maintenance, calling for repairs; maintaining equipment inventories (Air conditioning, cleaning, plumbing, electrical, etc.).
Interaction with suppliers and vendors (Giveaways, booth art decoration, graphics requests, etc.).
Monitor training programs to ensure that training objectives are met.
Provide holiday gifts to all customers.
Manage employee birthday/gift set/anniversary list.
Manage new hire swag.
Manage cleaner company schedules and duties.
Manage HR and office monthly bills and send to Accounts Payable.
Occupational Health obligations for all employees, including documentation such as PPRA, PCMSO, NR1.
Management/Interaction with benefits vendors (Health insurance, Life insurance, Dental insurance, Meal vouchers, Grocery Vouchers).
Contribute to team effort by accomplishing related results as needed.
Perform other duties as assigned.
Preparation of new hire materials.
Review and update admin/HR procedures to fit company needs.
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