Administrative Assistant

About the role

The Administrative Assistant assists with all aspects of general office administration and coordination activities. In this role, you will communicate with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload, and recommend changes in office practices or procedures.

Responsibilities

• Process invoices/billing at local operational locations
• Create/issue, code, track POs (Purchase Orders) and match to vendor invoices
• Resolve and troubleshoot invoice disputes
• Ensure compliance with customer billing requirements
• Ensure compliance with company credit policies and procedures
• Data inputs, updates, and tracking for weekly meetings
• Assist in local inventory and asset tracking and controls
• Create and submit AFEs (Authorization for Expenditure) for local office
• Organize and schedule appointments
• Create and distribute email, correspondence, faxes, and forms
• Assist in the preparation of reports
• Develop and maintain electronic records according to records retention schedule
• Order supplies for department and research new deals and suppliers for department
• Reconcile and submit expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Provide back-up support as needed for other Administrative positions
• Contribute to team effort by accomplishing related results as needed

Requirements

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

Skills

• Strong interpersonal skills and ability to effectively manage a diversity of individuals
• 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

Stallion enforces a drug-free workforce.