Administrative Assistant

At Trident Maritime Systems - Heavy Equipment Group, we don't just build systems-we build careers. As a leader in the marine and defense industry, we're looking for innovative, forward-thinking professionals who are ready to take on complex challenges and deliver real-world solutions. We are seeking an Administrative Assistant to work on-site at our Kingsford, MI location. The Administrative Assistant will professionally welcome visitors, answer incoming phone calls, announce visitor's presence, arrange for escort, support Kingsford staff, and assist the Human Resources team.

MAJOR DUTIES

Manage incoming phone calls, directing inquiries promptly and professionally to appropriate internal contacts.

Welcome all visitors by coordinating check-in procedures, issuing badges, and notifying and escorting them to appropriate internal hostsReceive and process certified, registered, and special delivery mail with accuracy and accountabilityCoordinate outgoing shipments via UPS, ensuring timely delivery and clear communication with internal stakeholdersSupport and organize Kingsford employee sponsored events and company meetingsSchedule and coordinate customer visits, including arranging boardroom setup and catering to meet client needsOversee conference room scheduling and logistics for all of KingsfordArrange departmental meals and catering requests as directed by managementProvide Administrative support to Human Resources as follows:

Assist onboarding by preparing orientation materials and arranging lunchUpload scanned employee documents into employee e-filesManage company store: process employee purchases for payroll deduction, track all sales using excel spreadsheet and put together new hire swag bags for onboarding.

Compile new hire announcement posting for approval and distribute to relevant locationsMaintain and revise employee rosters and email to relevant distribution listMaintain company organization chart and upload to common driveAdminister community donation requests by coordinating leadership approvals, submitting accounts payable check requests and tracking annual contributions in excelRun a monthly employee birthday list in timekeeper to post at all locationsTrack fitness memberships for budget and fringe benefits using excel spreadsheet for payrollProcess approved incoming fitness invoices via AP check requestsSupport HR Director with internal announcements, Intranet updates and facility display boards ensuring content is current and approved.

Coordinate employee travel arrangements, including flights, accommodations, and transportation logisticsAssist with employee recognition programs by preparing service certificatesPerform additional administrative and HR-related duties as assigned

QUALIFICATIONS

3+ years of experience providing administrative support in a fast-paced, professional environmentStrong Proficiency in Microsoft Office Suite (Word, Excel, Power point)Experience creating and maintaining organization charts using VisioExcellent written and verbal communication skills, with strong attention to detailDemonstrated interpersonal skills with the ability to interact effectively across all levels of the organizationExperience supporting operations in a manufacturing and corporate office environment preferred

PHYSICAL REQUIREMENTS

Job often requires long hours of sitting/computer usageWe offer a comprehensive benefits package that includes competitive medical, dental, and vision coverage, paid time off, 401(k) with company match, tuition reimbursement and additional perks designed to support your well-being and professional growth. Come join our winning Team! Equal Opportunity Employer of Protected Veterans and Individuals with Disabilities/Affirmative Action Employer.

We comply with Department of Labor Wage and Hour Division.