Administrative Assistant

Role Priorities / Responsibilities

• Create/Issue, code, track POs (Purchase Orders) and match to vendor invoice
• Resolve and troubleshoot invoice disputes
• Initiates new vendor registrations and submits vendor change requests as needed
• Ensure compliance with company credit policies and procedures
• Absorb and organize diverse workload
• Recommend changes in office practices or procedures
• Work well in a fast-paced environment
• High adaptability to change
• Radiate professionalism in all communications

Financial & Vendor Administration

• Coordinate 1099 vendor requirements
• Assist in completing various vendor MSA (Master Service Agreement) requirements
• Assist in the preparation of various reports
• Assist with P-Card/Expense coding in Concur
• Coordinate with external vendors
• Assist in the preparation of various reports
• Assist in the preparation of various reports
• Assist in the preparation of various reports
• Assist in the preparation of various reports

Administrative Coordination & Office Support

• Data inputs, updates, and tracking for weekly/monthly meetings
• Assist in the preparation of various reports
• Organize and schedule appointments
• Develop and maintain electronic records according to records retention schedule
• Provide back-up support as needed for other administrative positions
• Ensure process documentation (standard operating procedures) for administrative responsibilities are kept updated
• Ensure process documentation (standard operating procedures) for administrative responsibilities are kept updated
• Ensure process documentation (standard operating procedures) for administrative responsibilities are kept updated

Inventory, Assets & Office Management

• Assist in local inventory and asset tracking and controls
• Create and submit AFE’s (Authorization for Expenditure)
• May assist in maintaining vehicle folders
• Order and maintain office supplies, and branding inventory and materials

Human Resources, QHSE & Employee Support

• Coordinate employee random Drug & Alcohol testing in compliance with QHSE guidelines
• Facilitates local candidate and new employee hiring process and ensures compliance with HR guidelines
• Schedule interviews, assist new hire with resources, complete I-9s, and provide general assistance as needed
• Ensure all payroll schedules are met, assist HR at the local level with matters concerning employee benefits and communication

Essential Knowledge, Skills, And Abilities

• Possess and demonstrate strong interpersonal skills and can effectively manage a diversity of individuals
• Possesses strong customer-service orientation with customers and employees
• Proficient in Microsoft Applications: Outlook, Excel, SharePoint and Word
• Oracle Cloud experience is a plus
• Able to maintain a high level of discretion and confidentiality
• Able to communicate effectively with all levels of the organization
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Education Or Certification Required (if Applicable)

High school diploma or equivalent Two years of relevant administrative or industry experience or equivalent