<p>Rising Ground's is seeking an experienced Administrative Assistant to provide comprehensive administrative support to the Real Estate and Infrastructure Operations Department.</p> <p>Responsibilities</p> <p>1.Receive and process travel arrangements, including booking hotels, airfare, and trains.</p> <ul> <li>Track and reconcile expenses in accordance with organizational guidelines and requirements. </li><li>Utilize agency software to process travel arrangements as needed. </li></ul> <ol start="2"> <li>Fleet Management </li></ol> <ul> <li>Process and pay vehicle violations for NYC and Yonkers, including completing credit card forms for each transaction. </li><li>Maintain the GPS violation log, confirming drivers for violations monthly. </li><li>Assign gas pins and tokens to drivers. </li><li>Maintenance Gas cards - replace upon request </li><li>Process and submit invoices -Enterprise, mechanics, WEX, Samsara, parking garages </li></ul> <ol start="3"> <li>GRM Storage Management </li></ol> <ul> <li>Creating systems of management, locating and the upkeep of files </li><li>Categorizing and maintaining physical and digital files </li><li>Request fulfillment or specific records </li><li>Invoice verification and payment </li></ul> <ol start="4"> <li> <p>Receive and process purchase requests for program needs and reconcile receipts.</p> </li><li> <p>MIS - Assist and provide support for the following</p> </li></ol> <ul> <li>Coordinate the distribution of Rising Ground sponsored cell phones & laptops. </li><li>Assist in initiation, coordination, distribution and tracking of Purchase Requisitions for technology </li><li>Assist in managing the inventory of all the hardware that is assigned to Rising Ground Staff. </li></ul> <ol start="6"> <li> <p>Receive and organize all invoices managed by the REIO and ensure they are submitted for signature and payment to our Accounts Payable department.</p> </li><li> <p>Must be willing to travel to the different program sites, NYC and Yonkers locations</p> </li><li> <p>Execute projects at the direction of the Operations Supervisors, Operations Manager, and/or the Vice President, Real Estate & Infrastructure Operations</p> </li><li> <p>Serve in an entry-level customer service role, train staff in intake and document management procedures, and act as a liaison between departments</p> </li></ol> <p>Qualifications</p> <ul> <li>High School Diploma or GED </li><li>Experience working with organizational leadership and executives in an administrative capacity </li><li>Advanced proficiency in Microsoft Office Suite </li><li>Proficiency in MS Outlook for email correspondence and scheduling </li><li>Demonstrated proactive approach to problem-solving with solid and independent decision-making capability </li><li>A professional demeanor and ability to work at an executive level of the organization </li><li>Ability to communicate across a large global organization </li><li>Strong work ethic and ability to respect the confidentiality of certain work items </li><li>Ability to prioritize work and be flexible to thrive in a fast-paced environment </li><li>Comfortable with Fiscal financial procedures, budgets and general quantitative analysis </li></ul> <p>Supervisory Responsibility: No</p> <p>Work Environment: Corporate Office based; 1 remote day bi-weekly</p> <p>Position Type/Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday in our Headquarters at 1333 Broadway office in Midtown Manhattan. 9am - 5:00pm.</p>