Shared Services Assistant

Description

Position Summary

Betts Company is a family-owned organization with a long history of supporting the transportation and manufacturing industries. Through our manufacturing, truck parts and service, and shared services operations, we are committed to providing dependable service, building strong relationships, and supporting the employees and customers who keep our business moving.

The Shared Services Assistant provides administrative and operational support to the Shared Services team, which includes Human Resources, Information Technology, and Finance. This position plays an important role in supporting the day-to-day needs of the team by maintaining records and documentation, assisting with employee and vendor communication, coordinating administrative processes, and helping ensure internal requests are completed accurately, timely, and professionally.

Essential Duties and Responsibilities

- Provide general administrative support to Shared Services, including Human Resources, Information Technology, and Finance.
- Greet and assist employees, visitors, vendors, and customers in a professional and courteous manner.
- Answer, screen, and direct incoming phone calls, emails, and internal requests to the appropriate department or team member.
- Prepare, copy, scan, file, distribute, and track documents, forms, reports, correspondence, and other administrative materials.
- Maintain organized electronic and physical files, records, forms, templates, contact lists, and department documentation in accordance with company procedures.
- Coordinate meetings, calendars, conference rooms, appointments, travel arrangements, lunches, and other administrative activities as needed.
- Order, maintain, and organize office supplies, breakroom supplies, equipment, mail, packages, deliveries, and other shared resources.
- Support HR and IT with onboarding preparation, new hire paperwork, employee file maintenance, training records, benefit-related documents, interview scheduling, employee communications, and employee events.
- Maintain confidentiality of employee, payroll, benefits, financial, technology, and company information at all times.
- Support Information Technology by submitting and tracking IT requests, coordinating equipment setup or returns, maintaining inventory records, assisting with user access forms, and communicating basic technology needs to the appropriate IT resource.
- Assist Finance with invoice routing, vendor documentation, purchase orders, expense reports, credit card receipts, data entry, basic reconciliations, and other accounting or administrative support tasks as assigned.
- Help collect, review, and organize documentation needed for audits, compliance, reporting, or internal review.
- Track and follow up on assigned administrative requests to ensure timely completion, accurate communication, and strong internal customer service.
- Support company events, meetings, trainings, employee activities, special projects, and other duties as assigned.

Requirements

Education and Experience

- High school diploma or equivalent required.
- Associate degree or business coursework preferred.
- Two to four years of related administrative, office support, or shared services experience and/or training preferred.
- Working knowledge of Microsoft Word, Excel, Outlook, and general office systems required.
- Experience supporting Human Resources, Information Technology, Finance, or other confidential administrative processes is a plus.

Knowledge, Skills, and Abilities

- Ability to maintain confidentiality and appropriately handle sensitive employee, financial, and company information.
- Strong organizational skills with the ability to manage multiple priorities and follow through on assigned tasks.
- Strong attention to detail and ability to maintain accurate records and documentation.
- Ability to communicate professionally and effectively with employees, vendors, customers, visitors, and leadership.
- Ability to read and interpret policies, procedures, instructions, forms, and business correspondence.
- Ability to prepare routine emails, reports, and business correspondence.
- Ability to perform basic mathematical calculations, including totals, percentages, discounts, and other routine financial amounts.
- Ability to review numerical information accurately and identify discrepancies.
- Ability to solve practical problems, prioritize work, and follow written, verbal, diagram, or schedule-based instructions.
- Ability to work collaboratively and provide responsive internal customer service across multiple departments.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear and frequently required to sit, use hands to handle or feel, and reach with hands and arms. The employee may occasionally be required to stand, walk, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 25 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Work Environment

This position primarily works in a professional office environment and may occasionally require entering warehouse or production areas where the employee may be exposed to standard office equipment, moving mechanical parts, and moderate noise levels.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.