Administrative Associate

About QC Servion

QC Servion serves as the central hub providing human resources, change management, program management, sales & marketing, safety, administration, legal, and accounting services throughout the QC Ecosystem. Our extensive operational support allows our affiliated companies to concentrate on growth, innovation, and excellence, while maintaining safe, engaging, and well-organized work environments. Our network includes DLB Associates, Galtra Solutions, AI2IO, Fluid2Chip, CEQEL Critical Commissioning, and 2AI-DC Integrators, collectively offering services across the data center industry.

Role Overview

The Administrative Associate position is remote within the United States and offers a competitive salary range between $52,500 and $62,737.50 annually. The role involves collaborating across all departments to provide administrative assistance characterized by problem-solving abilities, teamwork, and timely completion of tasks. This position requires adaptability to frequent priority changes in a fast-paced, remote working environment and is integral to maintaining efficient staff operations by organizing files, handling documents accurately, and ensuring effective communication.

Key Responsibilities

• Handle expense report processing for executive leaders, including receipt collection and ensuring compliance with policy, using the company’s expense platform, resolving discrepancies for timely reimbursements.
• Maintain and update digital files, templates, standardized formats, and manage document requests, policies, and procedures systematically.
• Create and edit content such as word processing, proofreading, spreadsheets, data entry, reports, and assist with document and presentation production.
• Manage the general company email inbox and phone messages, respond to inquiries, and coordinate employee and client gift research and procurement.
• Support training program delivery and conduct necessary research as part of administrative and staff development efforts.
• Assist with travel arrangements, event bookings, scheduling, and manage event logistics and meeting coordination.
• Contribute to special projects as assigned, ensuring tasks and deliverables are completed accurately, on time, and within budget.

Qualifications and Skills

• At least two years of experience in a professional office or consulting environment.
• Knowledge of administrative support processes, including managing files, process documentation, form and template design.
• Familiarity with continuous process improvement techniques.
• Proficiency in booking travel and arranging events.
• Strong skills with MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe/Bluebeam.
• Experience in leveraging artificial intelligence, machine learning, and generative AI technologies to optimize workflows and support innovation.
• Competence in database management and analytics.
• Attention to detail and ability to complete assignments accurately.
• Critical thinking to evaluate situations and determine optimal courses of action.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Effective communication skills in both oral and written forms for technical and non-technical information.
• Capability to work independently under supervision and collaboratively as part of a team.
• Strong organizational skills to manage multiple tasks and adapt to changing priorities while meeting deadlines.
• Self-motivation, proactiveness, resourcefulness, and effective communication skills necessary for success in a remote work environment.

Physical and Travel Requirements

• Primarily stationary work with occasional movement within the home office.
• Travel up to 5% of the time, potentially anywhere within the United States for client meetings, industry conferences, business development, and related activities.

Benefits

• Comprehensive medical plans including PPO-style and high deductible options with Health Savings Account (HSA).
• Flex spending accounts for healthcare expenses.
• Dental and vision insurance plans covering employees, spouses/domestic partners, and dependents up to age 26.
• 401(k) retirement plan with company matching and self-directed brokerage options.
• Paid time off including additional leave during the end-of-year week.
• Company-paid life insurance, short and long-term disability, and accidental death & dismemberment coverage.
• Professional development opportunities including tuition reimbursement and licensing assistance.
• Paid parental leave available after one year of employment.

Diversity and Equal Employment Opportunity

QC Servion is an equal opportunity employer committed to creating a diverse, inclusive workforce and provides fair employment practices regardless of race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or expression.