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