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Administrative Support Specialist

Charlotte, NC 4.5 Months
Full-Time $17-$22/hr





Accepted: .doc, .docx, .pdf, - max 20MB
Posted: Jun 16, 2026
Ref: GDNCUF16

Position Overview


Purpose of the Role
The client Administrative Team serves as a critical support function for employees, customers, and leadership. The role is designed to deliver consistent, high-quality administrative support, ensure smooth office operations, enhance employee experience, and strengthen customer relationships across the Southeast Region.
Administrators are expected to operate with professionalism, discretion, collaboration, and a strong customer-service mindset while supporting client's values and regional objectives.

Core Job Expectations

1. Employee Support & Experience
Coordinate new hire onboarding and first-day readiness
Manage cell phone coordination, upgrades, and support intake
Coordinate computer equipment and IT service requests
Support fleet vehicle coordination and related processes
Serve as a trusted point of contact for employee inquiries and guidance

2. Phone System & Front-Line Support
Support a direct-dial phone system environment
Professionally assist callers in identifying the appropriate contact
Route inquiries efficiently to ensure timely resolution and support

3. Mail, Shipping & Package Coordination
Pick up and distribute mail from the on-site mailbox
Manage correspondence distribution
Coordinate UPS, FedEx, and courier services
Ensure timely handling of sensitive and priority materials

4. Office & Employee Engagement Activities
Coordinate the annual employee appreciation event
Support office Town Halls
Lead quarterly community charity events (e.g., Toys for Tots, food and clothing drives)
Organize and support meetings and training (e.g., Material, catering needs, snacks etc.)

5. Office Operations & Facilities
Vendor Contract Management Support contracts and vendor relationships including:
Coffee services
Pest control
Janitorial services
Shredding services
First-aid kit suppliers
Building parking permits
Coordinate renewals, service requests, and issue resolution
Lead renewals, remodels and projects for the office, adjacent/warehouse, etc.
Office Operations
Business licenses/Tax receipts

6. Branch Customer Advocate Responsibilities
NPS related items
Document insights related to customer satisfaction and experience
Share feedback to improve client's performance and service
Support customer-focused continuous improvement initiatives

7. Technology & Business Tools Proficiency
Working knowledge of:
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Ability to learn and adapt to client systems and digital tools (e.g. Digital display)
Initial troubleshooting with employees based on manuals, before opening tickets in MyIt – training received from IT admin calls and documents shared.

8. Other
Coordinate and collaborate with new regional initiatives
Coordinate and collaborate with other local business needs

Required Skills & Competencies

Southeast Region Administrative Team members are expected to demonstrate the following core skills:
Problem-solving and critical thinking – Ability to assess situations, identify solutions, and act decisively
Analytical and logical reasoning – Interpret information accurately and support sound decision-making
Conflict resolution and mediation – Navigate challenges professionally and promote positive outcomes
Negotiation skills – Balance priorities while maintaining strong relationships
Adaptability and ability to manage pressure – Remain effective in a fast-paced, evolving environment
Detail-oriented – Ensure accuracy, consistency, and compliance in all work
Time management – Prioritize tasks and meet deadlines across competing demands
Client service mindset – Deliver responsive, professional support to internal and external customers
Strong organizational skills – Maintain structure, documentation, and workflow efficiency
Teamwork and collaboration – Work effectively across offices, functions, and regions

Professional Expectations

All team members are expected to:
Demonstrate professionalism, confidentiality, and accountability
Collaborate across offices to support regional consistency
Communicate clearly, respectfully, and proactively
Embrace standardization while supporting local needs
Represent client positively to employees, customers, and partners

Super responsible
Show up everyday
Will be the point of the contact for many employees.
Does not just sit if but finds other responsibilities that can be completed.
Will be given responsibilities that are scheduled but also right at the moment
Customer focused

Notes:
Hours of the Shift: 8-5 OR 7-4PM, 1 hour Lunch, (40 HRS PER WEEK)


VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
Trusted by 100+ Fortune 500 Companies

Competitive Benefits

Your well-being Matters

Health & Future Fully Covered

At VIVA, employee well-being is paramount. Our comprehensive benefits package ensures your health, financial security, and quality of life are always prioritized.

Health Insurance

VIVA provides employees access to a comprehensive group health insurance plan (Medical, Dental, Vision, Basic Life, Term Life, and Accidental Death) through our flexible PPO plan-allowing you the freedom to choose healthcare providers.

401(k) Retirement Planning

Plan securely for your future with automatic payroll deductions into a tax-advantaged 401(k) retirement plan, including employer-matching contributions for eligible employees.

Performance Bonuses & Referrals

Earn performance-based bonuses and generous referral incentives of up to $500 when recommending talented candidates who become part of the VIVA family.

Biweekly Direct Deposit

Enjoy timely and convenient payroll with biweekly direct deposit to your chosen financial institution. Biweekly Direct Deposit

VIVA Perks Program

Access exclusive employee discounts and savings on electronics, travel, groceries, apparel, and more through our dedicated VIVA Perks Program.

Join VIVA and Grow
VIVA is faster, easier and you still have complete control

Administrative Support Specialist

Reference Number: GDNCUF16
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