Administrative Assistant, Safety & Security

POSITION SUMMARY

The Administrative Assistant is responsible for providing administrative support for the Safety & Security Department.

The pay range for this position is $45.88 - $52.14 an hour. Please note this position does not qualify for remote work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide general administrative support to the department. Responsibilities include general data entry, maintaining and updating safety and security-related documents, reports, and procedures to ensure accuracy, version control, and accessibility.
• Serve as the primary point of contact for all badge-related matters, including issuing new badges, processing badge requests, handling lost or damaged badges, and maintaining accurate inventory records for all special access badges and badging supplies. 
• Maintain office supply inventory for the department, placing orders and managing vendor relationships. 
• Assist in preparing safety meeting agendas, taking detailed minutes, and following up on action items to support departmental accountability. 
• Screen incoming calls and requests as necessary by directing to appropriate team members and taking and sharing messages as indicated.
• Review, verify, reconcile, and process vendor invoices and purchase orders. Create purchase orders in the NetSuite system. Obtain W-9 forms for new vendors and review Certificates of Insurance (COIs) for repeat vendors.
• Prcess all contracts in NetSuite and/or Wrike, maintain a log of accounts payable invoices and the approval process.
• Monitor and track compliance deadlines for mandatory training, certifications, and safety audits; issue reminders and escalate as needed.
• Attend monthly budget meetings, assemble required information, and coordinate the preparation and distribution of materials such as quarterly and annual budgets and regular monthly reports.
• Manages the calendars for the Director, Safety and Security, and the department, travel arrangements, submitting expense reports, department events, training programs, and department meetings.
• Coordinate vendor qualifications information with Finance to update the approved vendors in NetSuite as required. 
• Act as a central point of communication and coordination among various departments.
• Maintain contacts and key resources internally and externally.
• Maintain and update the master vendor database and files located on Trinity’s shared drive.
• Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.
• Perform all duties in a manner that promotes Trinity’s mission and core values.
• Assume other related responsibilities and special projects as required. 

REQUIRED KNOWLEDGE, SKILLS, AND ACTIVITIES

• Proficient in Microsoft Office (primarily Word, Excel, & Outlook) 
• Proficiency in NetSuite and familiar with budget controls 
• Excellent interpersonal, oral communication & writing skills
• Excellent phone manner 
• High attention to detail and ability to maintain high standards under required deadlines
• Strong organizational skills and ability to prioritize a variety of time sensitive tasks
• Self-starter with anticipation skills, problem solving and follow up
• Ability to handle confidential and sensitive information

REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS

• 2-5 years administrative assistance experience
• Experience with purchase order systems
• College degree preferred or an equivalent combination of training or experience