Administrative/Payroll/Field Service Support

WE ARE GROWING and need to hire an Adminstrative/ Field Support person in MEDFORD, NJ. The Quality Assurance Coordinator (QAC) provides various levels of administrative support to Field Services and Consulting. QACs support a defined group of employees, largely but not entirely based on geographical location.

Position Responsibilities:
• Communicate with team members by email, phone, and text proactively to ensure they are connected to the organization and reactively based on assigned project or field related questions or concerns.
• Perform time reporting administration to ensure timesheets are correctly submitted weekly (signed and hours match Deltek time) and follow up with employees and manager to resolve discrepancies.
• Review and approve employee expense submissions weekly and follow up with employees and manager to resolve discrepancies.
• Update employee profiles upon completing a project and when being considered for prospective projects to ensure scope alignment, and create new profiles, as needed.
• Arrange travel related to project mobilization and demobilization to also include occasional home visits and add travel expenses to Deltek.
• Update and maintain various tracking spreadsheets, logs, lists, and systems for the purpose of maintaining metrics, deliverables, consultant look-ahead, training, and tracking timeframes and expirations.
• Maintain contractor training systems through the HazTek website and Haztek LMS System – support trainee login, troubleshoot issues, maintain training calendars/sign in sheets, send email to attendees, provide client with trainee list, and liaison with client to ensure their expectations are met.
• Register employees for professional development (e.g., OSHA Training Institute, Rutgers), as requested.
• Assist with new employee onboarding by welcoming new team members, explaining and showing key processes (time and expense submission), and being a resource for triaging questions and issues.
• Work closely with the project managers and field people building a relationship with the two.
• Reconcile Credit card activity
• Data Entry

Qualifications:

-Excellent verbal communication skills, Heavy phone use
-Excellent writing communication skills
-Proficient in Microsoft Office, including Outlook and Excel, with experience working in and maintaining spreadsheets.
-Ability to articulate ideas and thoughts with attention to detail
-Ability to operate in fast paced environment and changing priorities quickly
-Ability to balance multiple priorities to meet expected response deadlines
-Ability to portray a positive, enthusiastic, and energetic demeanor
-Ability to work well both independently and as part of a team
-Ability to be flexible, and show patience when faced with ambiguity
-Ability to read, write, speak, and understand the English language

-Ability to effectively manage multiple priorities while meeting tight deadlines in a fast-paced environment.
-Strong organizational and time management skills with exceptional attention to detail.

-Excellent interpersonal and communication skills with the ability to build positive working relationships across all levels of the organization.
-Update system requirements to reference LMS only
-Demonstrated ability to quickly learn and adapt to new software programs and technology.
-Strong note-taking and documentation skills to ensure accuracy and consistency.
-Quick learner with the ability to retain and apply new information efficiently.
-Excellent critical thinking and problem-solving skills with the ability to make sound decisions independently.
-Self-motivated and able to work independently while contributing to a collaborative team environment and fostering strong team relationships.
-Proficient in Microsoft Office, including Outlook and Excel, with experience working in and maintaining spreadsheets.
-Ability to maintain confidentiality and exercise professionalism when handling sensitive employee information.

Required Education and Experience:
• High School Diploma, or equivalent
• Two (2) years of experience providing administrative support in a logistics or operations-based environment

Preferred Education and Experience:
• Industry knowledge and technical safety background
• Experience managing time reporting and expense control
• Experience coordinating travel arrangements
• Experience supporting a decentralized workforce

Additional Requirements:
• Must be available during normal business hours, Monday through Friday, 8am-5pm EST
• On occasion, be available during non-business hours. (including weekends for any issues that arise for those traveling)

Additional Requirements:
• Business Hours: Position is based on Eastern Time (8:00 AM – 5:00 PM EST). Occasional overtime and weekend availability may be required to support traveling employees and business needs.

Hybrid Position: One dedicated day in the Medford NJ office and upon request.

HazTek Safety Management is a full-service, objective safety partner, founded in 1997. The health, safety and well-being of employees and companies is our highest priority. We offer full-time employment, stability, competitive benefits, professional development, travel, diverse safety experiences, management support and the added benefit of working with a network of over 375 full-time HazTek safety professionals. 

At HazTek, We Stand Together for Safety

We are committed to building an environment of inclusion and acceptance which values diversity across all areas of the organization; an environment in which all employees can contribute to the success of the business and are valued for their skills, experience, and unique perspectives. 

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.