Administrative Specialist

GENERAL DESCRIPTION / PURPOSE:

The Administrative Specialist provides direct support to the Human Resources Manager. The Administrative Specialist will manage schedules, coordinate meetings, manage confidential and sensitive correspondence, prepare reports and presentations, facilitate communication between the Department Leader and internal/external stakeholders, and manage multiple priorities in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS:

Functional & Technical Skills

• Provide comprehensive administrative support managing calendars, scheduling meetings, and coordinating travel arrangements.
• Serve as the primary point of contact for internal and external stakeholders on behalf of the Department Leader.
• Prepare and edit correspondence, reports, presentations, and other documents including materials to support boards, committees, or customers interacting with this department.
• Organize and maintain files, records, and department related documentation, ensuring confidentiality and compliance with company policies.
• Assist in coordinating department and company-wide initiatives, events, and projects as directed by the Department Leader.
• Screen and prioritize emails, phone calls, and requests, ensuring timely follow-up.
• Conduct research and compile data for reports and presentations.
• Manage expense reports, invoices, and budget tracking for the Department Leader and the broader department as needed.
• Collaborate with other department administrative personnel to facilitate communication and workflow efficiency.
• Works with HR Business Partners to maintain security of department personnel information.
• Works on department related projects as a resource for document creation and other materials.
• Create and deliver professional correspondence internal to Loram as well as external on behalf of the Department Leader.
• Facilitate contract personnel requisitions; reconcile timecards, emailing vendor, reconciling invoice to purchase order.
• Assist and coordinate with the onboarding process of new department employees.
• Maintain inventory and order department office supplies and safety PPE, where appropriate.
• Additional duties as needed.

BEHAVIORAL COMPETENCIES:

• Values Based
• Adaptability
• Flexibility
• Peer Relationships
• High Impact Communication
• Action Oriented
• Planning and Organizing
• Building Customer Loyalty

REQUIRED QUALIFICATIONS:

Education:

• Bachelor's Degree In related field 

Experience:

• 5+ Years’ experience supporting a high-level leader position

• Highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools.
• Excellent organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Strong attention to detail and accuracy.
• Discretion and ability to manage confidential information with integrity.
• Exceptional written, verbal, and interpersonal communication skills.
• Ability to work independently with minimal supervision.
• Anticipate needs proactively.
• Strong problem-solving skills.
• Customer service-oriented mindset.

PREFERRED QUALIFICATIONS:

Education:

• Bachelor’s degree in related field.

Experience:

• 5+ Years’ previous experience in department-specific area.
• 1+ Years’ highly proficient, advanced technical knowledge of MS Office applications, including Word, PowerPoint, MS Teams.

• Experience with department related software and systems to support the business.

WORKING CONDITIONS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the role. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Office deskwork, requiring sitting, walking, using phone & computer.
• May lift up to 30 lbs. occasionally.
• May be required to work overtime occasionally based on workload and deadlines.
• Can tolerate variable and sometimes challenging conditions during visits or inspections of company equipment in a railroad environment.

Equal Opportunity Employer:

Loram is an Equal Opportunity Employer committed to fostering an inclusive, diverse, and respectful workplace. We make all employment decisions based on qualifications, merit, and business need, without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, national origin, veteran status, or any other characteristic protected by applicable laws in the countries where we operate, including the Equality Act 2010 in the UK, relevant U.S. federal, state, and local laws, Brazil’s anti-discrimination provisions under the Consolidation of Labor Laws (CLT) and Federal Constitution, India’s Equal Remuneration Act and Rights of Persons with Disabilities Act, Australia’s Fair Work Act 2009 and applicable state and territory legislation, and Canada’s human rights protections under the Canadian Human Rights Act and applicable provincial or territorial laws.