Overview
Virtual Assistant – Linkedin Outreach for Developer Hiring Jobs in United States at Workana
Overview
Admin Responsibilities
Clerical/Administrative Tasks:
Tracking of Supervisor time off:
Maintains and tracks usage of MTO, SDO, and wellness days to ensure that Steve and I have a pulse on the amount of time being used.
Tracking of Supervisor Call Monitors and Coaching Documents:
Maintains and tracks supervisors call monitors and coaching documents against requirements to ensure we have reporting on completion.
Expenses/Budget:
Does all submissions of expenses on behalf of leadership for purchases in Domestic Care.
Tracks expenses against budget for the month.
Maintains and updates org chart
Assists with creating bios and welcome slides for new leadership
Staff Meeting Agenda/Notes:
Send weekly staff agenda.
Attends staff meetings with supervisors and keeps notes of topics discussed. This is helpful to ensure we have historical information of what is covered.
Bereavement:
Sends cards to our associates who have lost an immediate family member on behalf of leadership.
Attend WFM meetings – we meet with our supervisors after each meeting and there are times where we share important information that could be documented and sent out to our supervisors to ensure everyone who couldn’t attend also gets the information.
Gathering MBR information from our supervisors and compiling for the MBR meeting.
Assist the training department with updating the descriptions, time frames, etc. of the training library on a consistent basis.
Assist Corporate team with task assignments and reporting out that all tasks are completed within the timeframe required.
$5 Certificates:
Home office provides an allotment of these twice a year. There are various reasons that these would be awarded to our associates and when they are submitted, the admin will assist in ensuring that these are provided to the associate by filling out the certificate and sending to the associate.
Gift Cards/Prizes/Gifts Purchasing: Assists in purchasing gift cards/prizes for competitions created by our AEC team (Associate Engagement Committee).
Headset/Camera purchasing as needed.
Coordination:
Scheduling LOD Rotations:
Our supervisors are scheduled daily as LOD (Leader on Duty). This requires scheduling and the shifts are 3.5 hours each. Time off is accounted for, and we try to ensure that the number of shifts are as even as possible because of the tasks they have during their shifts.
Associate to Supervisor Assignments:
We don’t have a ton of movement within our teams, however, anytime there is a need to move associates to different teams, the admin will be the unbiased party and assign based on the associates schedule and assign based on the best overlap
The admin also will ensure any terms are removed from the overlap file
Closed Loop Feedback Assignments:
Assists with closed loop feedback and ensures that the correct supervisors are added to the entries as well as the correct site – this is rolled up into a report in Tableau.
Management of the Supervisors SharePoint site:
This site houses important documentation for our supervisors. Currently it needs reorganized and will need kept up to date. This entails coaching references, policy and procedures of the supervisor role, reporting help documents, HR reference materials, home agent documentation, etc.
Assist with the weekly newsletter that goes out to associates, compiling information, and pulling reporting together. This is currently put together by AEC leadership (supervisors).
Manages Offsite Event (Once yearly):
Coordinates and assists with purchasing of travel needed.
Orders items needed for the event.
Organizes food needs.
Coordinates contracts with the hotel and leadership on needs for the event.
AEC Activities:
Works with leadership of the AEC on below.
Pulls reporting for contests.
Assists with forms needed for associate feedback.
Purchasing items needed for any contests.
Coordinate with associates who have won prizes to ensure their addresses are correct and capture their selections of prizes.
Take one LOD shift per day or a few days per week in the AM.
Managing My Resource intakes – collecting what needs to be updated, ensuring that the documents needing updated are reviewed with stakeholders, and ultimately updated to the site.
*****There are other things that could arise or change with this role in the future, and we’ll need the person in this role to be agile and open to change. *****
As Needed: (These items are being done temporarily by another party, but there is always the possibility that this could change and pivot back to the administrative assistant role)
Requests access and equipment for new employees
Maintains and keeps call center area organized
In Center Mail:
The warehouse receives mail for customer care and often it is customers sending us letters regarding returns or bills for customer care. The admin ensures the bills and letters get to the appropriate parties.
Equipment:
Maintains submitting tickets to IT for equipment fulfillment and returns. For fulfillment, IT provides the equipment to the admin to send. For returns, the ticket is the indication that something needs picked up.
Manage sending and receiving of equipment for active associates. This is only as situations arise to ensure active associates are back in production as soon as possible.
Keeps track of those that have not been returned from termed associates. Sending letters and labels to ensure equipment is returned. Completes a tracker for HR to track this.
Headsets/Cameras Inventory: (These are not items that are purchased or maintained by our IT group)
Cleans and tests returned headsets/cameras.
Tracks count of headsets available to ensure adequate inventory.
Gift Cards/Prizes/Gifts Mailing and Tracking:
Mails out the gift cards/prizes for our associates.
Ensures taxable items are submitted to payroll timely.
Key Attributes of Candidate:
Ability to prioritize day to day activities
Strong organizational skills
Manages time effectively
Takes Initiative
Investigative and inquisitive nature
Problem Solver
Critical Thinker
Potential for upward mobility
Strong written and verbal communication skills
Detail oriented
Proficient in MS Office Programs (PowerPoint, Excel, Word) #Storeswrap
Pay Range
USD $16.75 – USD $19.00 /Hr.
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Title: Virtual Assistant – Linkedin Outreach for Developer Hiring
Company: Workana
Location: United States
