Administrative Associate

Title: Administrative Associate

Location: Remote (United States)

Department: QC Servion Administration

Job Description:

About QC Servion

QC Servion is the centralized hub for human resources, change management, program management, sales & marketing, safety, administration, legal, and accounting services across the QC Ecosystem.

We provide comprehensive operational support that empowers our companies to focus on growth, innovation, and excellence, while ensuring employees thrive in safe, engaging, and well-managed environments.

The entities in our ecosystem include DLB Associates, Galtra Solutions, AI2IO, Fluid2Chip, CEQEL Critical Commissioning, and 2AI-DC Integrators. Collectively, we deliver services across the data center industry.

Position Title: Administrative Associate

Position Location: Remote - work virtually from anywhere in the United States

Salary

QC Servion recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.

Job Summary

The Administrative Associate will have the opportunity to interface with all departments in the firm. They will demonstrate problem-solving skills, effective teamwork and respect for deadlines while providing administrative talents.

This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and strong problem-solving skills. Success in this role demands the ability to juggle multiple priorities, pivot swiftly in response to changing business needs and effectively handle both projects with accuracy and efficiency in a remote environment.

This role is pivotal in supporting general staff operations, ensuring seamless file management, meticulous document handling and effective communication. They will work collaboratively with various departments within the company, serving as a key member of the Operations Team.

The Administrative Associate will rely on instructions and pre-established guidelines to perform the functions of the job.  This person will work under immediate supervision.

The Administrative Associate will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

General Staff Support (70%)

• Expense Report processing: Processes expense reports for executive leadership, including receipt collection, policy compliance review and timely submission through the company's expense management platform. Manages discrepancies with cardholders and finance to ensure accurate, on-time reimbursement.
• File and Document Management: Maintain digital files, update templates and ofts and standardized formats, manage specifications files and track document requests, policies and procedures.
• Content Creation and Editing: Perform word processing, proofreading, spreadsheet management, data entry and reporting. Assist with document development and production and company presentations.
• Administrative Support: Monitor and manage the general company email inbox and phone messages, responding to inquiries and directing them appropriately. Assist with employee and client gift research and purchases.
• Training and Research: Support company training programs, including delivery to staff, and conduct various research as needed.

Travel & Event Coordination (30%)

• Travel Support: Assist with travel arrangements, industry and conference event bookings and scheduling. Manage event tracking, meetings and related logistics.
• Special Projects: Contribute to special projects as needed.

Completion of Assigned Tasks and Deliverables on Time and on Budget

• Performs Other Related Duties as Assigned

Position Requirements (Beginner level)

• Knowledge of administrative support functions including managing files, documenting processes, designing forms and templates using themes and styles, etc.
• Knowledge of continuous process improvement
• Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
• Skill in booking and arranging travel and events
• Skill using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe / Bluebeam
• Skill using artificial intelligence, machine learning and generative artificial intelligence
• Ability to leverage AI and emerging technologies to streamline workflows, optimize operational processes, and contribute to company-wide innovation
• Skill in database administration and analytics
• Skill in completing assignments accurately and with attention to detail
• Ability to analyze situations using critical thinking to determine options for path forward
• Ability to maintain confidentiality and handle sensitive information
• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, self-direction, proactiveness and resourcefulness in a distraction free workspace
• Ability to maintain neat, orderly, complete documents and project files
• Ability to analyze and prepare documents, reports and correspondence
• Ability to communicate effectively in both oral and written form (technical and non-technical information)
• Ability to work successfully as a member of a team and independently with supervision
• Ability to work under pressure and meet close deadlines
• Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements as necessary

Physical Demands

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is:

• Frequently required to remain in a stationary position
• Frequently moving through home office

Travel Requirements

• Up to 5%, this may include travel to any or all 50 US states
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

Education / Experience

• Minimum of two years of experience in a professional office or consulting services environment

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option). 
• Flex spending accounts (FSA). 
• Dental and vision plans. 
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26. 
• 401k with company match and self-directed brokerage account option. 
• PTO including additional paid time off during the last week of the year. 
• Company paid life insurance coverage for employees and their eligible dependents. 
• Short and long-term disability, AD&D coverage. 
• Professional development opportunities, tuition reimbursement, and professional licensing assistance. 
• Paid parental leave after one year of employment. 

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is QC Servion's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.

EEO

QC Servion provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or gender expression. We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities.

The pay range for this role is:

52,500 - 62,737.50 USD per year (Remote (United States))