Administrative SpecialistRamco Innovations • West Des Moines, IA, US
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Administrative Specialist
Ramco Innovations • West Des Moines, IA, US
30+ days ago
Job type
- Full-time
Job description
Job Description
Job Description
Requirements
Benefits
The Administration Specialist plays a key role in supporting the company’s HR, training, and West Des Moines office operations functions. This position assists in developing and maintaining training programs, coordinates onboarding efforts, ensures accurate HR documentation, and assists with and coordinates daily office tasks. The ideal candidate will be highly organized, detail-oriented, and passionate about fostering an efficient, engaging, and collaborative workplace environment.
Responsibilities:
Office Administration & Operations
- Answer incoming phone calls and perform general reception duties, including greeting visitors and directing inquiries to the appropriate departments.
- Manage and maintain office facilities, including workspace allocation, equipment, and supplies.
- Assist the VP of Operations to coordinate office maintenance, repairs, and improvements.
- Ensure compliance with health, safety, and security.
- Oversee office logistics, including space planning, seating arrangements, and relocations.
- Manage office supplies inventory, procurement, and vendor relationships.
- Oversee office-related mail, shipping, and receiving operations.
- Provide front-line support to Maple Members, ensuring inquiries are addressed promptly or directed to the appropriate departments.
- Coordinate office events, meetings, and conferences, including scheduling, room setup, and catering arrangements.
- Learn and maintain proficiency with the audiovisual (AV) system in the training room to support company meetings, training sessions, and events.
- Maintain inventory in shared break spaces, ensuring areas are stocked, organized, and prepared for daily use and special events.
- Maintain accurate administrative records and databases, including filing systems and contact lists.
- Serve as a central point of contact for internal and external stakeholders, ensuring effective communication and collaboration across departments.
HR Administration
- Develop, update, and maintain documentation for company training programs.
- Collaborate with Department Managers to document and organize existing training practices.
- Design and formalize training documentation standards by creating company templates to be used for all future training initiatives.
- Coordinate and support the design and implementation of employee training materials and programs.
- Manage and upload training content within the company’s Learning Management System (LMS), ensuring courses remain current, accurate, and accessible.
- Utilize Microsoft and related applications (including OneNote, Word, Excel, PowerPoint, Teams, Canva and UKG) to create, maintain, and organize HR and training documentation.
- Coordinate recruitment activities, including posting job openings, scheduling interview rooms, and managing candidate communications.
- Support onboarding and orientation processes for new hires, ensuring all necessary materials and documentation are prepared and distributed.
- Maintain and update company documents and forms as directed by upper management.
- Ensure compliance posters and notifications are current and properly displayed.
- Support HR initiatives and projects related to employee engagement, compliance, and process improvement.
Requirements
- Associate’s or Bachelor’s degree in Human Resources, Business Administration, Communications, or related field preferred.
- 2+ years of experience in HR support, training coordination, or office administration.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams); experience with HRIS or LMS systems a plus.
- Ability to handle confidential information with professionalism and discretion.
- Strong interpersonal skills and a collaborative, team-oriented mindset.
Benefits
- Health, dental, and vision insurance
- Generous paid time off, including 10 paid holidays off per calendar year, PTO accrual, and paid leave options
- Flexible Spending Accounts (FSAs) for medical and dependent care expenses
- 401(k) retirement plan
- Life insurance, as well as short-term and long-term disability coverage
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Administrative Specialist • West Des Moines, IA, US
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