Job Description

Administrative/Recruiting Assistant

Location: Newtown, PA

Department: Operations

Type: Full Time

Min. Experience: Mid Level

Travel Required: ~5%

Company Overview: Founded in 1986 by a group of real-time automation & system solution engineers, Xyntek, Inc. is a global leader in real-time IT and industrial automation solutions. We continue to be one of Philadelphia’s fastest growing consulting, design, real-time controls & IT software and systems solutions engineering firms.  Xyntek’s mission is to form technological partnerships with world-class R&D and manufacturing organizations to provide validated information technology and automated solutions, customized per their business and technology requirements. Our IT and automation engineering business units offer a full range of IT & engineering design, development, and implementation services.

JOB OVERVIEW:

Xyntek is seeking a dedicated and self-motivated Administrative/Recruiting Assistant for its Newtown, PA office. This position is a hybrid position, combining operationally focused activities of administrative support along with human resource-based activities of recruiting support. Through which, the Administrative/Recruiting Assistant works with multiple Xyntek departments including, but not necessarily limited to, HR/Recruiting, Administration, Operations, Marketing, & Engineering.

Administrative:

In support of administrative and operational objectives, the Administrative/Recruiting Assistant takes ownership of general clerical needs of the company by managing and distributing information and indirect materials throughout the office. In general, this include duties such as maintaining tracking of engineering project effort and material record keeping, coordination of important office visitor meetings and conferences, monitoring/evaluating office supply levels and securing replenishment, coordinating direct mailings and shipments, delivering special operation or administration projects, and more. See below for further explanation of activities.

Recruiting:

At Xyntek, the Administrative/Recruiting Assistant is also responsible for supporting the full life cycle of Xyntek’s in-house recruiting program and processes, including areas such as, applicant tracking system upkeep, candidate screening and candidate preliminary evaluation, and candidate correspondence. Through which, they will work with operations management to understand what positions need to be filled, will assist departments with creating job descriptions for their needs, will create jobs in Xyntek’s applicant tracking software, post job advertisements on job boards, screen applicants, schedule interviews with potential candidates, perform background checks, and on-board new employees. Outside of core recruiting activities, the Administrative/Recruiting Assistant also aids in updating recruitment procedures, maintaining the applicant tracking system email templates and workflow improvements, participates in select on-campus recruitment events at job fairs, universities, and other sites and recruiting functions. See below for further explanation of activities.

Responsibilities and Duties: Administrative Activities Include:

·         Customer Service

o   Answers the company main phone line and gives information to callers, takes messages, or transfers calls to appropriate individuals;

o   Greets visitors and handles their inquiries or directs them to the appropriate persons according to their needs;

o   Ordering, picking up, and distributing special office visitor meeting provisions (bagels, muffins, coffee, etc.);

o   Ordering of catered lunches for office events.

 

·         Operations

o   Maintains corporate scheduling and event calendars;

o   Coordinates corporate conferences, meetings, or special events, such as luncheons or team building get togethers;

o   Schedules and confirm appointments for visiting clients/customers or supervisors;

o   Manages the company paid lunch program including solicitation of employee selections, ordering, receiving, and organization distribution;

o   Manages paper and electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material;

o   Arranges conferences, meetings, or travel reservations for certain office personnel;

o   Maintains and updates human resources documents, such as organizational charts, employee handbooks and directories;

o   Facilitates, organizes, and place orders for employees business cards and uniforms;

o   Assists in the preparation for and execution of industry conferences and expositions that Xyntek attends.

 

·         Facilities

o   Opens, reads, routes, and distributes incoming packages/shipments;

o   Facilitates outgoing shipments and maintains proper records of all shipments for respective oversight departments;

o   Orders and dispense supplies;

o   Prepares conference rooms & kitchen facilities for visitors along with regular light cleaning and organizing after daily use.

 

·         Accounting

o   Performs payroll support functions such as soliciting/maintaining employee timekeeping information and expense reimbursement request records;

o   Assists with employee expense reimbursement request substantiating documentation validation (e.g. emailing/calling hotels, rental car companies, etc.).

 

·         Procurement

o   Provides information to Xyntek’s vendors for orders placement.

 

·         General

o   Establishes work procedures or schedules for their own work and keeps track of daily work completed.

Recruiting Activities Include:

·         Sourcing Candidates/Applicants (Passive)

o   Performs searches for qualified job candidates, using sources such as computer databases, networking, Internet recruiting resources, media advertisements, job fairs, recruiting firms, or employee referrals;

o   Attends On-Campus Recruiting (OCR) events at various universities to conduct screening interviews with top engineering and business students;

o   Builds networks with respective university student recruiting departments using services like Handshake.

 

·         Sourcing Candidates/Applicants (Active)

o   Works with operations management to understand company resource needs;

o   Improves upon or creates new job descriptions for resource needs;

o   Creates jobs in applicant tracking system;

o   Creates candidate evaluation tools such as applications, knockout questions, technical questionnaires, interview questions, etc..

 

·         Candidate/Applicant Evaluation & Selection

o   Reviews employment applications and job orders to match applicants with job requirements;

o   Selects qualified job candidates received from applications and resumes;

o   Distributes, receives, and reviews role specific questionnaires and refers them to managers;

o   Screens/interviews job applicants to obtain information on work history, training, education, or job skills;

o   Informs job applicants of details such as duties and responsibilities, compensation, benefits, schedules, working conditions, or promotion opportunities;

o   Coordinates with candidates and Xyntek interviewers through the interview scheduling process;

o   Maintains continuity of communication between candidates and the company throughout the hiring process.

 

·         Qualification Verification

o   Conducts reference checks on job applicants;

o   Submits job applicant information to background check vendor through ATS;

o   Transmits request and release documentation to job applicants for drug & alcohol screening by lab vendor through ATS;

o   Submits job applicant information to laboratory vendor for drug and alcohol screening.

o

·         On-boarding

o   Schedules and conducts new employee orientations and facilitates hand-off between recruiting, HR, and end user departments;

o   Adds new employee details to company systems (e.g., corporate calendar events, corporate phone list, uniforms, etc.);

o   Presents corporate overview introduction presentation to new employees;

o   Gives new hires a tour of the Xyntek office and introduces them to existing members of the team;

o   Orders business cards for new employees and employee role changes.

 

·         General

o   Prepares and maintains employment records related to hiring and hiring-related paperwork;

o   Updates standard operating procedures for recruiting/hiring processes;

o   Continually measures, reviews, and assesses recruiting, hiring, and on-boarding procedures, systems, and tools for efficiency and effectiveness;

o   Suggests process/tool optimizations based on review findings.

Requirements ABILITIES, SKILLS, AND QUALIFICATIONS

Necessary Abilities:

•  The ability to quickly make sense of, combine, and organize information into meaningful patterns;
• The ability to tell when something is wrong or is likely to go wrong (Does not necessarily involve solving the problem, only recognizing there is a problem);
• The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events);
• The ability to concentrate on a task over a period of time without being distracted;
• The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources);
• The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity);
• The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem;
• The ability to add, subtract, multiply, or divide quickly and correctly;
• The ability to choose the right mathematical methods or formulas to solve a problem;
• The ability to imagine how something will look after it is moved around or when its parts are moved or rearranged.

Necessary Skills:

• Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things;
• Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system;
• Analyzing needs and product requirements to create a design;
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems;
• Considering the relative costs and benefits of potential actions to choose the most appropriate one;
• Understanding the implications of new information for both current and future problem-solving and decision-making;
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions;
• Communicating effectively in writing as appropriate for the needs of the audience;
• Talking to others to convey information effectively;
• Actively looking for ways to help people;
• Managing one's own time and the time of others;
• Monitoring/Assessing performance of yourself or other individuals to make improvements or take corrective action;
• Being aware of others' reactions and understanding why they react as they do;
• Adjusting actions in relation to others' actions.

PREFERRED TECHNOLOGY SOFTWARE SKILLS (OR SIMILAR)

• Accounting Software: Quickbooks, Dynamics 365, Freshbooks, Xero, NetSuite, Sage Intacct;
• Applicant Tracking Systems: ZipRecruiter, Indeed, ApplicantStack, BambooHR, CareerBuilder, JazzHR, Taleo;
• Job Boards: LinkedIn, Indeed, Glassdoor, Breezy HR, Workable, Hired;
• Content Workflow Software: Atlassian Jira, Wrike, Trello, Teamwork;
• Customer Relationship Management CRM Software: HubSpot, Salesforce CRM, FreshSales, Pipedrive, Zoho CRM, Act!;
• Database Reporting Software: SAP Crystal Reports;
• Database User Interface And Query Software: Microsoft Access, Microsoft SQL Server Studio;
• Desktop Publishing Software: Adobe Systems Adobe Indesign, Microsoft Publisher;
• Document Management Software: Adobe Systems Adobe Acrobat, Egnyte;
• Electronic Mail Software: IBM Notes, Microsoft Exchange Server, Microsoft Outlook, Google Gmail;
• Enterprise Application Integration Software: IBM Infosphere Datastage, IBM Websphere;
• Enterprise Resource Planning ERP Software: Microsoft Dynamics, Netsuite ERP, Oracle Peoplesoft, SAP;
• Enterprise System Management Software: IBM Power Systems Software;
• Financial Analysis Software: Delphi Technology, Oracle E-Business Suite Financials;
• Graphics Or Photo Imaging Software: Adobe Systems Adobe Creative Cloud, Adobe Systems Adobe Illustrator, Adobe Systems Adobe Photoshop, Microsoft Visio, GIMP;
• Human Resources Software: ADP Workforce Now, Human Resource Management Software HRMS, Oracle Taleo;
• Information Retrieval Or Search Software: LexisNexis;
• Internet Browser Software: Google Chrome, Mozilla Firefox, Microsoft IE;
• Office Suite Software: Microsoft Office, Google G Suite;
• Operating System Software: Linux, Microsoft Windows, Oracle Solaris;
• Presentation Software: Microsoft Powerpoint, Google Slides;
• Project Management Software: Confluence, Microsoft Project, Microsoft Sharepoint, Oracle Primavera Enterprise Project Portfolio Management;
• Spreadsheet Software: Microsoft Excel, Google Sheets;
• Time Accounting Software: Replicon, TSheets, FreshBooks, Time Tracker, Monday.com, Tick, Wrike, ClockShark, Timesheets, Toggl, TimeCamp;
• Transaction Security And Virus Protection Software: Mcafee, Symantec, Bitdefender, Malware Bytes;
• Video Conferencing Software: Citrix GoToMeeting, Skype, Google Hangouts;
• Web Page Creation And Editing Software: Adobe Systems Adobe Dreamweaver, CoffeeCup, Notepad++;
• Word Processing Software: Microsoft Word, Google Docs.

Required Attributes / Qualifications:

• Possession of a valid driver's license that is in good standing;
• High school diploma;
• Associate's degree or some college plus comparable professional experience;
• One (1) year of administrative experience.

Preferred Attributes / Qualifications: