Temp Administrative Assistant

TNT Crane & Rigging Inc.
Title: Temp Administrative Assistant, Training Dept
Location: Houston
Reports to: Training Manager

Summary:
The temporary Training Department Administrative Assistant will assist the Training Department with the clean-up and consolidation of training records from multiple company software systems and the launch of a new LMS. This is a temporary position with an estimated 6 to 9 month duration with the potential to transfer to full time.

Responsibilities:
Gathering records from the HRIS, ERP, current LMS, spreadsheets, shared drives, paper files, and numerous other internal platforms across all company entities.
Receiving and compiling records from area safety councils and other 3rd party vendors.
Standardizing formats of records (names, employee IDs, dates, job titles, locations, and business unit codes).
Flagging duplications and mismatches in the compiled record data for Training Department review.
Comparing records collected to current company headcount to identify missing records, terminated employees, new hires, and transfers between company entities.
Inventorying certifications so there is a list of each certification, qualification, and credential expiration cadence, and the accompanying documentation for each, noting any missing documentation.
Digitizing any paper records (sign-in sheets, certificates, evaluations) and naming files according to the department naming convention.
Populating vendor bulk-upload templates with users, courses, and historical completions.
Spot checking our historical completions compared to the LMS records uploaded via vendor bulk-upload templates to log any errors.
Uploading certificates and documentation to employee profiles.
Assist in preparation of LMS launch materials.
Field basic questions of platform access during launch.
Tracking LMS account activation and following up with employees who have not yet logged in.
Scheduling LMS onboarding sessions for field crews and managers.
Compiling weekly status reports on records migrated, errors found and fixed, and user activation rate.
Assisting in setting up and maintaining a data archive, including archiving legacy spreadsheets and folders once data is confirmed in the LMS.
Other job duties as assigned.

Qualifications

Qualifications:
High School diploma or GED required.
Experience with record keeping
Experience navigating a Learning Management System
Prior administrative support, office coordination, training administration, or related experience
Must have good interpersonal and communication skills, both written and verbal with the ability to interact professionally with employees, supervisors, trainers, and leadership
Exceptional organization skills with the ability to manage multiple projects and priorities simultaneously. Ability to prioritize, organize, and meet work deadlines.
High attention to detail and commitment to maintaining accurate records and documentation
Proficiency in Microsoft Office (Word, Excel, Outlook)
Excel VLOOKUP/XLOOKUP experience a plus.
Experience with document scanning and electronic file organization.
Ability to handle confidential employee information with discretion.
Ability to read, interpret, and write reports legibly in English.
Ability to type a minimum of 45 wpm